Harris Hill is recruiting for a Finance and Operations Administrator with French and/or Spanish (spoken) skills, for this international charity working in developing countries.
The role is based in Central London, with hybrid working.
Reporting to: CEO
Contract: Permanent, Full-time (hybrid)
Proposed salary: £35,000 per annum depending on experience
Location: Central London. (CANDIDATES MUST LIVE IN THE UK. THIS IS HYBRID ROLE. NO OVERSEAS TRAVEL)
Hybrid working: A minimum of 2 days per week is based at their offices in Central London.
Benefits: 25 days holiday plus bank holidays, attractive employer contribution-only pension, private medical insurance cover, excellent working environment.
Hours: Full-time, 35 hours a week, Monday to Friday.
Language skills desirable: French and/or Spanish (spoken)
About the role: principal responsibilities
1. Finance Administration - 60% of role
• Processing grant payments (10-15 weekly) via online banking in line with authorisation limits
• Inputting and updating all incoming and outgoing transactions on QuickBooks.
• Saving payment confirmations on the server and on QuickBooks.
• Scanning and Electronic filing of accounts and finance invoices, receipts, credits.
• Calling organisations in different countries to verify bank account details (as part of anti-fraud checks.)
• Weekly and monthly bank reconciliations.
• Financial support to CEO and auditors for annual audit.
• Administration of 3 company credit cards and company expenses.
• Ad hoc administration duties to support charity and CEO including communications with the Charity Commission.
2. Grant assistance – 5%
• Review and edit of grant letters for c.15 grants per year.
• Email liaison with grantees to ensure timely submission of paperwork including annual reports.
3. Assistance to CEO - 25%
• Provide a professional, comprehensive and high-quality executive support to the CEO, including time, diary and email management, travel and accommodation arrangements, expenses, providing support to meetings, drafting appropriate correspondence and document production.
• Providing project administration support and management of discreet pieces of work relating to the Trustees meeting.
4. Office Management - 10%
• Handling incoming and outgoing correspondence e.g. post, office phone
• Inventory and supplies: ensuring that office has sufficient stationery, kitchen and bathroom supplies
• Facilities: deal with any repairs and cleaning including liaison with cleaning company
• Organising catering for Trustees meetings x3 annually
• Weekly backup of server
• Event planning: organising company events e.g. strategic planning sessions, visits from grantees, office outings
Person specification
• Outstanding organisational and time-management skills
• Excellent attention to detail
• Excellent numerical skills
• Proficient on MS programmes, Sharepoint and accounting packages (QuickBooks ideal)
