Role Description and Person Specification

Finance and Operations Officer (part-time)

Job Title: Finance and Operations Officer (part-time)

Reporting to: Finance and Operations Manager

The Role: The post-holder will be responsible for the management of ORG’s accounting functions, management accounts, general administration and human resources

Location: London (Development House, 56-64 Leonard St, EC2A 4LT)

Hours: 2-3 days/week. Days and times are flexible.

Salary: £27,007 per annum pro rata (ORG operates a contributory pension scheme with an employer’s contribution of 6%).

Duration: 1 year with possibility to extend to permanent.

Eligibility: Please note that you MUST be eligible to work in the UK in order to apply.

How to Apply: Please send a 1 page cover letter explaining how your experience and qualifications fit with the role and CV (2 page max single sided, including 2 referees) to by 12 noon on Friday 11thNovember 2016. Please put "Finance and Operations Officer" in the subject line of your email.Applications without a cover letter as outlined above will not be considered.

Interviews: We expect to hold interviews in London in the week of 14th November 2016.

About Oxford Research Group (ORG)

Oxford Research Group (ORG) is a leading independent ‘think-and-action-tank’. Based in London, it has been influential for over 30 years in pioneering the idea of sustainable approaches to security as an alternative to violent global confrontation. We work through original research, wide-ranging dialogue, and practical policy recommendations.

Our work is currently based around three programmes. Sustainable Security analyses the deeper drivers of global insecurity and advocates for a radical shift in security and defence policies and spending to address these drivers. Our Middle East programme facilitates innovative forms of dialogue and capacity building for conflict resolution in Israel/Palestine, Egypt and elsewhere. The Oxford Process facilitates high-level dialogue, pioneering a preventive diplomacy approach to conflict resolution.

ORG is a registered charity, governed by a Board of Trustees, and a company limited by guarantee.It currently has eight staff and several paid and pro bono consultants.

Role Description

A. Financial and Accounting Management

  1. Carry out day-to-day book-keeping for ORG core accounts and its three programmes using Sage 50 Accounts, ensuring that all income and expenses are properly recorded in the nominal ledger in line with the month end timetable. Perform a regular data back up to ensure that Sage data is kept secure.
  2. Oversee the banking of cash and cheques received.
  3. Prepare and submit regular gift aid claims to HMRC and keep the Gift Aid database up-to-date by reviewing the Gift Aid status of individual donors and ensuring that Gift Aid forms are complete and accurate.
  4. Ensure that all nominal ledger control accounts for projects and programmes are reconciled with bank statements, cash and credit card expenditure on a monthly basis. Follow up and investigate any queries or differences and authorise any journal entries.
  5. Prepare quarterly management accounts by programme for submission to the Finance Committee.
  6. Prepare and monitor monthly cash flow forecasts by programme for the financial year.
  7. Monitor bank balances ensuring that cash levels are maintained to meet payments as they are due.
  8. Check and release authorised payments to suppliers and staff. Monitor billing from landlord.
  9. Maintain and update the fixed assets register.
  10. Maintain lists of authorised bank signatories.

B. Financial Systems and Information

  1. Contribute to the process of reviewing and updating ORG’s financial systems and procedures and providing an internal audit function.
  2. Review and maintain an up-to-date financial procedures manual.
  3. Keep abreast of current legislation on charity accounting and PAYE/Pension matters.

C. Budgeting, Project Planning and other Duties

  1. Assist in preparing budgets for funding applications and project proposals.
  2. In consultation with the Coordinator and Programme Directors, agree and set up cost centres and account codes required to meet the reporting requirements of all grants.
  3. In conjunction with the Coordinator and Programme Directors, prepare financial reports for donors as required and monitor budgets to ensure that expenditure is in line with grant requirements.
  4. Regularly review the grants database to ensure that grant instalments are received in accordance with the terms of all grants and liaise with funders to chase outstanding payments.
  5. Monitor donations from ORG’s sustainers, logging amounts, dates and names, where given; acknowledging and thanking all donors as required.
  6. Other tasks as may be required from time to time, including providing guidance to programme staff and responding to ad hoc queries from staff in timely manner.

D. General Administration

  1. Liaise with the landlord in relation to all matters regarding rent and other payments, changes in occupancy and usage, and tenancy obligations.
  2. Liaise with I.T. service provider to maintain email, distribution lists, web servers and shared drive.
  3. Organise contracting, servicing and repair of office equipment (e.g. copier/printer, Wi-Fi).
  4. Arrange ORG’s employee, office and trustee liability insurance.

E. Human Resources Management

  1. Maintain all personnel records, including contracts, visa checks, annual leave records, sick/statutory leave, TOIL entitlements.
  2. Assist SMG and Programmes with staff recruitment as necessary, including preparing and posting JDs, advertisements, etc.
  3. Assist Programmes with managing of consultants and partners through administration of contracts, letters of engagement and/or MoUs.
  4. Organise the induction of new staff and interns, including familiarisation with ORG policies, procedures, health and safety.
  5. Carry out risk assessment in relation to overseas travel, developing security policies, and organising appropriate insurance for staff and consultants.
  1. Liaise with Human Resources consultant to ensure policies and procedures are up-to-date and to act as intermediary on personnel matters when necessary.
  2. Assist staff with general personnel queries.

F. Supporting the Board

  1. As Clerk to the Finance Committee: coordinating meeting dates and associated logistics; and minuting meetings and action points.

Person Specification

Criteria / Description / Requirement
Education and qualifications / A qualified or part-qualified book-keeper, or working towards a financial degree or equivalent (e.g. AAT). / Essential
Experience / Minimum of 2 years’ experience in a similar role in the charity sector. / Essential
Experience of working in a team. / Essential
Experience of delivering reports to Trustees, Senior Management Team, and Donors, operating to strict deadlines. / Desirable
Skills and Abilities / Demonstrable Financial & Management Accounting experience and skills. / Essential
Excellent skills in Excel, Sage 50 Accounts or comparable management account software.
Familiar with Sage 50 Payroll software. / Essential
Desirable
Good interpersonal skills to include good listening and communication skills. / Essential
Knowledge and understanding / Knowledge of Charity SORP and the requirements of the Charities Act and the Charity Commission. / Desirable
Knowledge of UK human resources and employment law and best practice.
Interest in peacebuilding, mediation, conflict analysis. / Desirable
Desirable
Other Requirements / Meticulous attention to detail. / Essential
To be committed to learning and developing new skills. / Essential