Candidate Information
Head of Finance & Operations
Background Briefing
Job Description
Person Specification
Application Form
How to Apply and timetable
For Background Information please go to www.gaiafoundation.org
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The Gaia Foundation - Background Briefing
The Gaia Foundation (Gaia) has over 25 years experience working to protect the environment and the rights of local communities. We are a small, collaborative and supportive team who thrive on passion for the work and a commitment to make a difference.
Gaia is the Greek Earth Mother Goddess, and the name given to James Lovelock’s scientific Hypothesis, recognising that the Earth is a dynamic living whole, of which humans, and all other life, are an inextricable part.
Gaia works with a global network of innovative people and initiatives that strengthen cultural and biological diversity, local governance and resilience. We provide access to information, advocacy support, strategic advice, funding, international alliances and media with a wide sphere of influence. This began in the Colombian rainforest in the 1980s when, collaborating with our partner Gaia Amazonas, we worked with Amazon indigenous peoples to secure their right to govern and protect their traditional lands. Twenty years on, an area larger than the size of the UK is safe from destruction and legally back in the hands of these communities.
Today, our network has grown into a global web of partners in Africa, India, Europe and South America. Gaia serves as the networking hub creating added value and strength through connecting our partners across the globe. Our purpose is to strengthen community cohesion and people’s collective capacity to respond to the unfolding social and ecological crises. We believe there has never been a more critical time to strengthen and scale up this work.
Gaia operates from a small, busy administrative base in Hampstead, London, and a nearby learning centre from where we host talks, workshops, strategic meetings, and where Associates and partners stay as they travel through London.
The Head of Finance & Operations works in close collaboration with the director, treasurer and senior team members and is responsible for the Finance department, a cornerstone of the organisation. As well as Gaia’s HR, IT, risk management and general operational systems, the Head of Finance and Operations coordinates strategic planning and review processes.
The Head of Finance & Operations also provides support and capacity building to partners, particularly in Africa. It is a complex but rewarding task managing and overseeing multiple grant agreements and empowering the partners to take control of the project finances. This work is particularly important now and involves building close working relationships with the Head of Partnerships and with project managers and finance people on the ground. This requires someone with good people skills who has experience of and understands the challenges of working in the developing world.
Job description
Title of post: Head of Finance & Operations
Accountable to: The Director and Trustees
Key working Projects Coordinator
Relationships: Head of Partnerships
Head of Communications
Other team members (see chart in appendix 1)
Manages: Finance Assistant
Administration & Public Engagement Assistant (shared)
Location: Belsize Park/Hampstead
Purpose of role
The Head of Finance and Operations will report to the Director and the Chair of the Board of Trustees. They will also work closely with the treasurer and the team. The team is closely knit and works effectively as a whole. The team is collaborative and mutually supportive, working with passion and enthusiasm to fulfill Gaia’s goals.
The main objective of the Head of Finance & Operations is to ensure the efficiency, effectiveness and integrity of all aspects of financial planning, management and reporting. In addition the Head of Finance & Operations coordinates strategic and operational management processes, including oversight of office systems.
The Head of Finance & Operations provides advice, analysis and assistance to Gaia trustees, staff and partners, expertise on financial strategy, planning and budgeting, management and reporting, taxation, operational matters and governance.
The Head of Finance & Operations is active throughout Gaia at a senior level including representing the organisation externally.
Roles and Responsibilities
Financial management
· Prepare the annual budget and rolling forecasts, for controlling income and expenditure, monitoring projects against budgets, prepare monthly management accounts and project variance reports.
· Produce the Trustees Annual Report and Financial Statements in compliance with UK GAAP and the Charity SORP and liaise with the external auditors to complete the annual audit.
· Oversee the responsibilities of the Finance Assistant, including book keeping (SAGE line 50), payroll systems (SAGE payroll), and receipt, payment, banking, cash and foreign exchange management systems.
· Keep up to date with good financial practice and in the charity sector and apply the same to the Foundation and its partners as appropriate.
Liaising with Partners and Funders
· Provide support, training and financial, operational and governance advice to project staff including staff and trustees of overseas partner organisations.
· Prepare budgets for funding proposals and oversee funding agreements, donor financial reporting and manage donor audits. This includes working with partners on joint proposals, and supporting partners to manage financial aspects of their funding agreements.
Operations management
· Coordinate strategic planning and review processes, working with the Trustees and team to design processes and plans that enable clarity and focus in Gaia’s work, organisational learning and development.
· Coordinate risk management processes, including ensuring that adequate insurance cover exists to protect property and legal obligations to its employees, suppliers and the public.
· Oversee and support office systems and administration including HR, IT and facilities, working with the Admin & Public Engagement Assistant.
· Liaise with and present information to the Trustees on financial, risk and operational matters, overseeing the requirements of the Charity Commission, other relevant regulations and best practice governance alongside the Trust Secretary.
· Carry out such other reasonable duties as may be agreed with the Director and the Board.
Team Working
· Form mutually supportive working relationships with other team members and partners based overseas.
· Working alongside the Projects Coordinator, Head of Partnerships, Head of Communications and Trustees, be responsible for the organisation in the Director’s absence.
· Be open to participating fully in exploring and living the values and principles Gaia promotes in its work.
Person Specification
· Qualified accountant – ACA, ACCA, ACMA, CIPFA (or equivalent)
Experience
· At least five years post-qualification experience
· Experience of compliance with charity and company law, financial reporting statements and the charity SORP
· Strong background in preparing budgets for/reporting to external funders
· Previous experience of international NGO project work – particularly the Global South
· Experience in managing European Commission or similar institutional funding agreements
Knowledge & skills
· Ability to build effective and beneficial relationships at all levels, across the organisation and with key stakeholders
· Ability to relate to the big picture and strategic overview of Gaia’s work
· Ability to assimilate issues and data and make critical judgments and assessments
· Project management skills; ability to co-ordinate complex and multiple projects and partnerships agreements.
· Excellent attention to detail
· Ability to contribute to organisational management and knowledge of HR systems
· Understanding of risk management processes and systems
· Good understanding of the not-for-profit sector
· Experience and understanding of working with individuals and organisations based in Africa and/ or the Global South
· Knowledge of the issues related to Gaia’s work, e.g. environment, sustainability, indigenous communities
· Strong IT skills and a knowledge of SAGE
Personal skills
· Excellent communicator able to present information and ideas in an engaging manner
· A good team player able to form positive working relationships across the board
· A demonstrable commitment to and passion for our work, aims and values
· An openness to participate in exploring and living the values and principles Gaia promotes in its work
· A logical and structured approach to problem solving, whilst also being flexible and creative
· An inclusive and collaborative approach to working with partners
· Strong inter-personal and listening skills and emotional intelligence
· Commitment to equal opportunities
· Good level of diplomacy
· Ability to manage and motivate staff
Terms and conditions
The salary for this post will be circa £45,000 depending on experience.
The position is full time; 35 hours per week, with core hours of 9.30-5.30pm including lunchtime. Occasional evening events may need to be attended and international travel may be required.
The post is subject to a three-month probationary period. Annual leave is 25 days per year plus public holidays and any organization-provided extra days (this usually includes office closure between Christmas and New Year). There is a contributory stakeholder pension scheme, and a season ticket and bicycle loan scheme.
Confidential Application
Head of Partnerships
The Gaia Foundation
Please complete this brief application form and attach a CV outlining your career to date, plus any academic and professional qualifications. Also include details of any voluntary post undertaken. Please send your application, by 5pm, Wednesday 10 April 2013, to
Full Name:
Address:
Mobile Phone:
Home Phone:
Email:
How did you hear of this post:
Are you eligible to work in the UK? :
REFERENCES
Please give details of two professional referees: your current employer (they will not be contacted prior to an offer), your previous employer and also a personal referee:-
1 - Name and professional relationship to you:
Tel:
Email:
OK to approach Yes / No
2 - Name and professional relationship to you:
Tel:
Email:
OK to approach Yes / No
Current Employment Terms Details
Basic Annual Salary: Annual Leave:
Pension: Employer contribution: Employee contribution:
Any other benefits?:
Notice required:
Please state – on no more than 2 pages:
1) Why you would like to be the Head of Finance & Operations at the Gaia Foundation.
2) What three key areas of your experience and skills you can bring to this role
(Please draw upon the Person Specification to inform your answer).
DECLARATION
I declare that the information that I have provided on this form is true and accurate, and in particular that I have not omitted any fact which may have a bearing on my application. I understand that any subsequent contract of employment with the Gaia Foundation will be made on the basis of the information I have provided. Furthermore, I understand that a false declaration, which results in my appointment to the Gaia Foundation, will render me liable to dismissal without notice.
Signature ______Date ______
The Recruitment Process
Timetable
Deadline for applications
/10 April 2013
First stage interviews
/15 – 17 April 2013
Second stage interviews
/22 April 2013
Third stage interviews
/24 April 2013
Decision made & successful candidate notified
/By 26 April 2013
To Apply
If you would like to apply for the role then please send your CV and Application Form to
Information
If you require any further information or you would like to discuss anything in more detail, please contact Allyson at the above email or on 020 7828 3855.
Appendix 1: Gaia team chart
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