About Emerge Poverty Free

Job Description

Business & Finance Co-ordinator

October2016

Job Title / Business & Finance Co-ordinator
Reporting To / Chief Executive Officer
Duration / 6 Months Fixed Term Contract
Annual Leave / 25 days per annum pro-rata
Hours / 35 hours per week (With some flexible working possible)
Salary / £28,000 - £32,000

About emerge poverty free

emerge poverty free is an international non-governmental organisation, founded in 1995, that operates in seven countries in sub-Saharan Africa. We seek to empower people to fight poverty themselves; giving people the tools, knowledge and support they need. emerge poverty free believes that people can lift themselves out of poverty, given the right skills and resources, which will enable them to build resilient, dignified lives that are independent of aid.

We are a small and dynamic team working with local partners within a sustained and integrated approach. Last year we reached 49,340 people through our projects. Over half of them were women and girls, demonstrating our commitment to working with those who face the largest obstacles to escape poverty.

Purpose of the Role

To assist the Finance Manager in ensuring that the accounting records and systems used by emerge poverty free are accurately maintained on a timely basis.

Main Duties and Responsibilities

This post is responsible for all the day to day financial operation and facilities management of emerge poverty free. This entails undertaking all financial transactions, including bank reconciliations, transfers, processing of payments, petty cash and foreign exchange. Office management includes liaising with suppliers, purchasing of office equipment and supplies.
This job description outlines the key accountabilities of, and output required from the post holder. It is not a definitive list and the role will change and evolve over time.
Accounts Payable

1. Track purchase invoices as they arrive in the office and ensure that they are entered accurately in the purchase ledger in a timely fashion.

1. Ensure all purchase invoices, staff and trustee expense forms and credit card statements are authorised and coded by the appropriate budget holder as per emerge poverty free’s financial procedures prior to payments being made.

1. On a fortnightly basis, compile a list of invoices required for payment by BACS taking into account the payment due date

1. Preparation of all payments, including online, BACS and account transfers, ready for approval by bank account signatories

1. Record all payments made to suppliers, staff and trustees in the purchase ledger and allocate those payments to the appropriate purchase documents.

1. Maintain and update supplier and other account details within the purchase ledger

1. Deal with suppliers over payment queries including statements

1. Maintain a complete and suitable filing system of all purchase related documents.

Financial Accounting

1. Monitor emerge poverty free’s bank accounts on a regular basis and ensure that all transactions are recorded accurately in the accounting system (Sage 50).

1. Prepare weekly bank reconciliations to be signed off by the Head of Finance.

1. Manage a petty cash system, ensuring that emerge poverty free’s petty cash account is regularly reconciled.

1. Administration of standing orders

1. Preparing and managing monthly direct debits

1. Processing foreign exchange transactions

1. Preparing and submitting the monthly Gift Aid claim to HMRC using Raiser’s Edge.

1. Analysing BACS reports and updating Raiser’s Edge

Office Management

1. To be the first contact for the organisations banks, local authority, landlord and all other suppliers

1. Negotiating charity rates with suppliers and liaising with them to ensure the smooth running of the office environment

1. Ensuring that all office supplies are kept stocked, purchasing when necessary.

1. Writing and updating finance & business processes

1. Induction of new staff and volunteers with relevant office and financial systems and processes

1. Ensuring the general operations with other departments run smoothly and fixing problems should they arise.

1. Other admin ad-hoc duties such as general filing and correspondence

Additional Responsibilities

1. Cover for colleagues when necessary

1. Other such duties as shall reasonably be required as part of a collaborative staff team

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