1 Finance and operations assistant jobs

About the role

Are you an energetic, proactive team player who enjoys working collaboratively and supporting others? We are looking for an Operations and Finance Assistant with a positive, can-do attitude to join our team. 

Working closely with our Operations Manager, you will play an important role in keeping the organisation running smoothly. You will combine administrative coordination, financial bookkeeping and facilities support to help create an environment where everyone can thrive. Ultimately, your role will be to empower the wider team by ensuring they have the practical and operational support they need to achieve their goals.

Key responsibilities
Operations Support:

• To ensure smooth day-to-day operations, the post-holder will be required to:
• Liaise with phone, internet, IT, printing, energy, water, stationery and other suppliers.
• Handle repair and maintenance issues as and when they arise.
• Undertake regular stocktakes and order office supplies with approval from the Operations Manager.
• Support with recruitment and other HR processes.
• Carry out regular health and safety checks and log any incidents.
• Support the planning and delivery of events and activities across the organisation.
• Support the Data Protection Lead (DPL) in logging data breaches, near misses, and security incidents.
• Upload information to IRMO’s website.
• Support the team with basic IT requirements following the advice of our IT provider.
• Assist other areas with admin support as agreed with and instructed by the line manager.
• Act as IRMO’s Safeguarding Officer to provide essential administrative coordination for safeguarding processes

Bookkeeping

• To maintain and monitor IRMO's financial records, the post-holder will be required to:
• Process invoices for funders and partners, and log and track incoming payments.
• Collect and file all income and expenditure transaction details.
• Record all financial transitions into bookkeeping software and other databases as required.
• Perform initial bank reconciliations and flag discrepancies to the Operations Manager.
• Assist with data compilation to support the preparation of quarterly and annual accounts.

The post-holder will also be required to:

• Attend regular supervision sessions, staff and team meetings.
• Undertake any other activities consistent with the purpose of the role, as directed by IRMO's Operations Manager.

Key Duties & Responsibilities may evolve to meet the changing needs of the organisation and community, requiring flexibility and openness to additional duties as directed by the line manager.

Person specification

Essential

• At least six months of experience in a similar role.
• Understanding of issues facing the Latin American community in the UK.
• Understanding Safeguarding or willingness to learn.
• Excellent attention to detail.
• Strong numerical skills.
• Excellent IT skills.
• Demonstrable experience of using Google Workspace applications, spreadsheets and databases.
• Very good written and spoken communication skills in English.
• Good written and spoken communication skills in Spanish and/or Portuguese.
• Ability to work collaboratively and build positive working relationships with colleagues.
• Ability to manage own time and workload effectively, prioritising tasks as needed.
• Energetic and proactive, with a genuine desire to support others and make a positive contribution behind the scenes. 
• Adaptable and able to respond positively to changing needs and priorities.
• Commitment to IRMO's vision, mission, and values.

Desirable

• Experience working or volunteering in the not-for-profit sector.
• Demonstrable practical experience of bookkeeping.