JOB SUMMARY:
To support UK Finance team in ensuring appropriate finance management, accounting, control and reporting. International Medical Corps UK finance function provides overall financial management, oversight for risk and governance of IMC UK. UK finance team work in close collaboration with the finance team of our affiliate International Medical Corps based in LA and Split.
MAIN TASKS AND RESPONSIBILITIES
1. Reports
• Summarise monthly pipeline reports in SMT format;
• Analyse grants receivable report to identify aged debtor balances;
• Download and archive reports from Cognos and Costpoint on a monthly basis;
• Prepare intercompany analysis;
• Alert on transactions that has not complied with IMC UK policies to be included in the exceptions register – Travel & Procurement documents.
2. Treasury
• Support donor receivable management by flagging unpaid grants income
• Ensuring bank compliance of all transactions to external parties including sanctions countries;
• Coordinate payments with Bank and other HQs;
• Support with corporate cash management;
• Initiate foreign exchange transfers from Euro and pound sterling’s accounts;
• Ensure Barclays operations account has sufficient funds;
• Revalue bank balances at the end of every month and post revaluation adjustments to ledgers;
• Ensure Barclays Sanctions Prepayment Advice Forms are reviewed and clarifications sought from Regional Finance team;
• Provide bank revaluation calculations to LA Finance Controller on a weekly basis;
• Prepare the working papers for international bank payment. Review the documents sent by the Split Team, make sure that necessary procedures are followed and necessary documentation uploaded on OnBase.
3. Accounts payable
• Review vendor invoices or payment requests for accuracy, appropriate authorization and supporting documentation;
• Track and ensure proper coding and authorization of all advances and payments.
• Ensure that all supplier invoices once entered by a team member are approved and posted on Deltek CP.
• Prepare the working papers for domestic bank payment.
• Scan and upload paperwork related to the domestic payments on ONBASE on a monthly basis.
• Ensure monthly rental invoice for office sub-lease is prepared within a week of receiving quarterly invoice from the landlord, management company and council tax;
• Perform Bridger Insight checks on organisations /individuals in line with the company policy.
4. Accounts Receivable
• Income received on USD, EUR, GBP accounts is entered to the system and liaise with Split team
5. Update balance Sheet accounts on a monthly basis
• Ensure the following balance sheet accounts are updated monthly prior to scheduled month-end close
o Fixed asset additions/disposal and depreciation journal;
o Prepayments & rent journal;
o Subscription, rent/rates and audit journals;
o Accruals journals.
6. Payroll
• Coordinate labour distribution process in Deltek Costpoint;
• Prepare workings for monthly labour distribution process prior to system upload;
• Liaise with HR dept to ensure all timesheets are completed on time and approved;
• Perform monthly payroll reconciliation between ledgers and payroll report;
• Ensure employee advance is recorded in employee receivable accounts and accounts are reconciled regularly;
• Ensure employee benefits accounts – pensions, child care vouchers, travel loan, are settled in a timely manner
7. Travel & expense reports
• Ensure that employees use correct allocations to complete the TTS and record expenses in T&E module;
• Keep abreast of travel policy requirements as per Employee Handbook and company travel changes for the company;
• Train new staff on expense in T&E;
8. Statutory audit
• Assist in the preparation of balance sheet control account schedules for the statutory audit;
• Provide audit evidence as requested by the auditors and as directed by the Senior Director of Finance;
• Analyse account balances & variances during statutory audit as required;
• Undertake other activities as and when required during the audit.
Perform other duties and responsibilities as assigned. Please note that the duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive. This job description is subject to review to ensure that it reflects the strategic direction requirements of International Medical Corps UK.
Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps UK’s and donor compliance and ethics standards and adheres to those standards.
If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps UK’s policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.
Equal Opportunities
International Medical Corps UK is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.
QUALIFICATIONS
EXPERIENCE
International Medical Corps UK provides emergency relief to those struck by disaster no matter where they are, no matter what the conditions, working with them to recover, rebuild and gain the skills and tools required for self reliance.
International Medical Corps (IMC) and International Medical Corps UK (IMC UK) with headquarters in the United States and the United Kingdom respectively, work collaborate to maximize resources for the delivery of appropriate relief and development activities. International Medical Corps (IMC) is an US-registered independent affiliate organization of International Medical Corps UK (IMC UK), with which IMC UK shares the same name and charitable objectives and mission.
