War Child Application Pack

Position: UKFinanceAssistant

Location: London

Start Date:ASAP

1. Overview

1.1. Background

Children are not the architects of conflict. They are innocent of its causes. War Child believes, therefore, that they should not suffer its effects.War Child believes that it is a gross injustice that children’s lives are therefore torn apart by war. War Child works with children because they are the people who are hardest hit by conflict and its consequences. For example, more than 2.6 million children under five have died as a result of the conflict in the Democratic Republic of Congo alone (IRC, 2007).

So, we work with children who, as a result of conflict, live with a combination of acute poverty, exclusion and insecurity because they suffer the consequences of conflict more than any others.These children include street children, child headed households, children conscripted into armed groups, disabled children and children in prison. Very often, these children are dependent upon older brothers, sisters, and young parents.

1.2. Purpose of the Role

This role is central to the smooth operation of War Child’s day to day UK financial processing and reporting during a period of exceptional growth. It is expected to support the UK Finance Officer and Head of Finance in the continued development and implementation of War Child’s overriding financial management and reporting framework and financial policies.

1.3. Key responsibilities

  • Routine financial management processes for UK office (supplier payments, daily cash management, entry of income, tax & supplier payments into accounts software package).
  • Supporting FinanceOfficerin development and implementation of War Child financial policies & procedures, with particular focus on UK headquarters.

1.4. Responsible To

  • UK FinanceOfficer

1.5. Working With

  • Head of Finance
  • UK budget holders
  • Other War Child colleagues, particularly in Fundraising team
  • War Child International offices (when appropriate)
  • External suppliers and other relevant organisations

1.6. Contractual Terms

  • Position:Permanent
  • Salary range:£24,000 per annum pro rata
  • Working Hours:Part time (22.5 hours per week)
  • Travel:None
  • Probation:6 months
  • Leave:28 days pa pro-rata, increasing by one day for each year’s service up to a maximum of 5 additional days
  • Pension:Matching contribution to a private pension up to 5% of gross salary
  • Benefits:Other benefits as per War Child allowances policies

2. Key Roles and Responsibilities

2.1 UK financial management

  • Processing of invoices from suppliers, ensuring that invoices are authorized in accordance with the Delegation of Authority policy and coded to correct account and cost centre.
  • Processing payments to suppliers and other staff members for expenses claims.
  • Answering queries from suppliers and other staff members regarding payments.
  • Maintaining petty cash and reconciling petty cash to balances on PS Financials.
  • Reconciling credit card statements to credit card control accounts.
  • Preparation of sales invoices and recording them on PS Financials.
  • Ensuring that all cash and cheques received are prepared for banking.
  • Ensuring that intercompany accounts are up-to-date and reconciled to that of overseas countries.
  • Ensuring that PS Financials nominal ledger is up to date and accurate for all payments made, including staff expenses, company credit cards, standing orders and direct debits.
  • Carrying out reconciliations of bank accounts.
  • Providing assistance inthe preparation for the annual audit.
  • Preparing and maintaining prepayment and accrual schedules.

2.2Financial policies & procedures

  • Working with the finance team to develop the financial policies & procedures to support the growing organisation, with a particular input concerning UK specific processes.
  • Liaising with the HR & Office Manager to develop and maintain adequate procedures where there is a cross-over between finance, HR and administration – particularly concerning (a) regular suppliers.
  • Ensuring that all personnel within the UK headquarters adhere to agreed organisational financial policies & procedures at all time.
  • Performing other financial duties as delegated by the UK Finance Officer / Head of Finance.

3. Personal Specification - Essential Requirements

War Child’s office is a lively and fast-paced environment made up of a team of extremely dedicated staff & volunteers. We’re looking for someone who can fit in well and bring their personality, creativity and professionalism to our communications and the wider charity.

3.1 Experience

  • At least two years’ relevant experience in finance assistant and/or accounts payable role.
  • Familiar with a range of computerised accounts packages.
  • A highly experienced and competent user of MS Excel and other MS Office packages.

3.2 Education

  • Educated to degree level or equivalent

3.3 Legal

  • Eligible to work in the UK

3.4 Language

  • English (Oral and written)

3.5 Key Competencies

  • Strong interpersonal and communications skills including the ability to work with individuals from different cultures.
  • Proactive, willing and able to take the initiative on a regular basis.
  • Able to work well in a team as well as under limited supervision, and show a strong desire to achieve agreed objectives and results.
  • Good organisational skills with the ability to plan ahead, to work well under pressure and manage priorities to meet deadlines in a changing and challenging environment whilst making effective decisions.
  • Flexible and willing to support others at times when particular organisational priorities take precedence.
  • Flexibility to change and create for continuous improvement and to contribute towards a culture of innovation along with knowledge impact.
  • Ability to collaborate and form effective partnerships with internal and external stakeholders.
  • Commitment to War Child’s aims, values and mission.

4. Personal Specification - Desirable

  • Knowledge and/or experience of working for an international development or humanitarian non-governmental organisation or international charity.
  • Knowledge or VAT rules and how this impact charities operating in the UK.
  • Proven financial analysis and forecasting ability with high attention to detail.
  • Experienced in multi-currency accounting and reporting.
  • First-hand experience of internal and/or external audit practises and procedures.
  • Knowledge (verbal and written) of other languages especially French and/or Arabic.

5. Application Process

  • Download and complete the War Child Application Form (Please note we do not accept CVs).
  • All applications must reach 5pm of 31st January 2015.
  • Due to limited resources War Child HR will contact only the shortlisted candidates
  • First round interviews will be held on week beginning 8th February 2016.
  • Any offer made post the interview will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.
  • The successful applicant will be expected to undergo a DBS Police check, be compliant and sign up to War Child’s Child Protection Policy prior to a final offer being made.