London, Greater London (Hybrid)
£30,000 per year
Temporary, 12 months, Full-time
Job description

Overview of Role: 

The Finance and Operations Manager will work closely with the Head of Finance and Operations to develop strategic and operational plans for the team. You will work closely with the Head of Finance and Operations on due diligence and controls, ensuring both Orchid's and our partner's systems and processes are robust and stand up to an audit. You will be responsible for working closely with our grassroots delivery partners, ensuring the quality of reporting, accuracy in accounting, and capacity development. With knowledge of restricted funding, you will ensure donor requirements are met, and that expenditure is monitored against budgets and reported accurately and timely. You will be highly organised, able to manage and prioritise your tasks and manage the Finance Assistant. You will lead on IT management, including all staff are equipped to carry out their roles, and that Orchid sources the professional support required for safe and secure IT systems, ensuring we are GDPR compliant. You will also support all aspects of Human Resources. 

You will be looking to bring your expertise, opinions, and enthusiasm to our thriving organisation. You will be able to inspire people with the vision of ending FGC, supporting all teams to drive Orchid Project's activities. You will be passionate about social change, human rights and making a real impact, with valuable experience to bring to a growing charity. This is a key role for Orchid Project as we have expanded our ambitions to accelerate and end FGC. 

Values:

We are collaborative, respectful, open and accountable. All staff are expected to uphold Orchid Project's values and work together to achieve transformational change.

Role Description:

To provide financial, administrative and operational support to the Orchid Project team, the Finance & Operations Manager will undertake a variety of tasks, including but not limited to:

Finance

  • Manage the relationship with our external bookkeepers, ensuring consistent levels of service 

  • Lead day to day setting up domestic and international payments within the approval policy, liaising with suppliers, banks and ensure any cheques received are Banked promptly. 

  • Manage timesheets for the organisation and draft the allocation of all expenses across restricted and unrestricted funds, including the split of shared overheads and support costs, ensuring a fair and justifiable methodology in line with donor guidance

  • Review and approve expense reports for staff, consultant and activist

  • Lead project financial management, reviewing financial reports for accuracy and completeness before submitting to Head of Finance for sign-off

  • Prepare the Finance and Operations departmental budget with the Head of Finance. Review departmental budgets with department heads to ensure they are in line with Organisational strategy

  • oversee all expenditure against budgets, ensuring all teams have up to date budget reports and that variances are flagged as early as possible

  • Maintain a thorough understanding of all current donor contracts, coordinating partners financial reports, reviewing them for accuracy, completeness and any variances prior to submitting to Head of Finance for sign-off.

  • Lead the development and review of new proposals, scrutinising direct and indirect cost coverage and financial alignment with project work plans and donor requirements.

  • In collaboration with project teams, ensure that contractual donor requirements are complied with, and that project audits are completed on time.

  • Support the development of financial policies and procedures, identifying gaps and areas for improvement

  • Support the Head of Finance and Operations in preparing material for the following when required: SMT meetings, Board meetings, Year-end process and audits.

  • Work closely with the Head of Finance and Operations on due diligence of partners, including carrying out internal controls checks on processes, thereby reducing areas of risk

Operations

  • Support the Head of Finance and Operations on statutory and risk management, including insurance and DBS checks.

  • Oversee Organisation procurement ensuring value for money is maximised

  • Monitor and maintain computer systems and networks, ensuring Orchid's software is sufficient for requirements, sourcing support where needed. Responsible for ensuring all staff understand data security requirements. When outsourced, you will be the main point of contact for an IT contractor.

  • Develop and maintain an awareness of GDPR requirements, supporting the organisation to remain compliant

 

Human Resources 

  • Provide support to Head of Finance and Operations on recruitment, including drafting recruitment packs, launching adverts, longlisting collecting references, and participating in panel interviews where appropriate.

  • Ensure that staff records are up to date in BreatheHR, such as sick leave and annual leave.

  • Support the Head of Finance and Operations on developing HR policies, identifying gaps, researching sector standards and drafting updates

  • Ensure monthly payroll changes, including leavers and joiners, are recorded and submitted to Payroll Provider promptly. Review output reports from the Provider for accuracy.

  • Develop and maintain an awareness of Safeguarding standards and support the constant development of Orchid Project's policies and practices.

 

Other 

  • Orchid Project is a small team in an entrepreneurial environment, and you may be required to carry out duties outside of your job description 

Role Description:

This role requires a high level of accuracy and attention to detail and an enthusiasm for getting involved in all aspects of support to this dynamic and growing organisation. 

Essential

  • Two years' experience working in Finance.

  • Experience in preparing financial reports for different audiences. A high level of attention to detail, ensuring accuracy across multi-currency reporting

  • Experience of preparing and monitoring budgets

  • Experience of restricted funding, such as FCDO or other donors, familiar with donor terms and conditions and confidence in ensuring compliance

  • Strong ethos of team working, inclusion and empowerment

  • Willing to travel internationally on occasion, with notice

  • Willing to work occasional evenings where deadlines require this (TOIL is available)

Desirable

  • Professional accountancy qualification (or working towards one)

  • Experience in developing and delivering training

  • Sector experience and/or overseas experience in a relevant area

  • Experience of developing contracts/Terms of Reference for suppliers/partners

  • Experience of due diligence

  • Familiarity with current GDPR requirements

  • Strong IT capabilities, able to support others and find solutions to technical problems

  • Experience of negotiating with service providers, ensuring best value for money and consistent levels of service

Anti-Racism, Diversity and Inclusion at Orchid Project

Orchid Project is committed to being actively anti-racist. We encourage people from all backgrounds and experiences to apply. We value lived experience and encourage you to apply even if you do not meet 100% of the person's specifications.

Safeguarding

Orchid Project is committed to protecting children and vulnerable adults, staff, representatives and partners from any unwanted behaviour. All staff are expected to abide by Orchid Project's Safeguarding Policy. Training will be provided as part of induction, and relevant background and criminal record checks will be carried out. By submitting your application, you confirm that you agree to these checks being performed and that you will provide all necessary information to support this. For further information regarding Safeguarding.

To apply, please email your CV along with a covering letter detailing why you are applying for the job and how you meet the person's specifications. Interviews will be held w/c 11th July via video conference.

 

More about Orchid Project

Orchid Project has a vision of a world free from female genital cutting (FGC). Our mission is to foster and accelerate the abandonment of FGC a... Read more

Refreshed on: 20 June 2022
Closed date: 30 June 2022 at 23:59
Job ref: Finance & Operations Manager - maternity cover
Tags: Admin, Finance

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