Finance Assistant

About HelpAge
HelpAge International works with partners and a diverse global network of more than 170 organisations over 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

About the Job

The Finance Assistant will be mainly responsible for the accounting of financial transactions while ensuring that all incomes are correctly recorded, payments and transferred to implementing partner and country offices are promptly made, and global bank accounts are properly managed.  Moreover, the globally spread HelpAge team has an effective mechanism to have access to funds for their activities and settle their advances promptly.

Key areas for impact/influence and responsibilities

Support in smooth implementing of the programme and other activities by prompt disbursement of funds across the world to implementing partners, country office and globally spread team.  Key relationships include all staff globally, banks, external auditors, suppliers etc

Main responsibilities: -

·       With the Help of IT team develop and manage digital payments and processing system with an auditable trail is in place for globally spread programme work and team.

·       Processing of all payments into the internal banking system and onto our accounting system (Sun Accounts), maintaining all Bank Accounts and undertake monthly reconciliations and liaise with bankers.

·       Ensure funds from strategic donors (unrestricted funds) are received in a timely manner. In consultation with Finance Business Partners, Portfolio Leads, Global Impact and Business Development teams, ensure income against restricted projects is properly recorded to the relevant project and donor.

·       Develop and manage funds disbursement system to ensure a globally spread HelpAge team have a safe and secure system to access funds for their activities. The issuing of travel advances, the payment of all expenses and reconciliations and manage all receivables from the HelpAge global team.

·       Managing petty cash accounts, processing cash transfers to International Offices

·       Ensuring that funds are available to cover these transfers.

·       Ensure that all asset and liability accounts are reconciled on a monthly basis.

·       Prepare Business Support team budget monitoring reports and advise Budget Holders with key issues highlighted.

·       Manage payroll entry and reconciliation and ensure that Fixed Asset Register is maintained and up-to-date, Prepare VAT return and submit to HMRC.

·       Support the year-end procedures including posting Accruals and prepayments.

·       Work closely with Finance and Business Partners, Finance Analysist/System Accountant and Finance Business partners in maintaining, updating and preparation of cash books, trial balance reconciliation and assist Head of Finance to prepare Management Accounts.

Skills and experience required
You will be someone with:

·       Excellent organisational and planning skills

·       Good attention to detail and high levels of accuracy.

·       Sound communications and reporting skills (verbal and in writing).

·       Excellent organisational and planning skills to manage job workload and work to deadlines.

·       Good analytical skills and the ability to think logically.

·       Excellent skills in IT, Excel spreadsheets and Word

·       Ability to work across cultures.

·       Creative, innovative, ability to spot opportunities, explore and develop new ideas

·       Experience of working with different currencies and making overseas payments.

·       Cash management skills, VAT and Payroll

·       Experience of working with bank systems and SUN accounting system.

·       AAT or Relevant accounting experience.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. The post holder will also be responsible for:

·       Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.

·       Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.

·       Complying with all safeguarding framework policies and practices.

SAFER RECRUITMENT

All employments at HelpAge International will be subject to satisfactory references and appropriate screening checks, which can include misconduct disclosure schemes and terrorism finance checks.

Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.