Project Officer

The Hanns Seidel Foundation is a German publicly funded political foundation with its headquarters in Munich and offices around the world. The London office was established in 2019 and its main activities are international conferences, smaller panel-discussions/ roundtables, and high-level delegation visits primarily in the UK. The focus of the Foundation’s work is in key political areas such as bilateral UK-German relations and Europe, security and defence issues, the economy, and devolution/federalism where it often cooperates with renowned partner organisations. It also includes a range of networking activities with key stakeholders in politics, business, academia, and the media.

We are looking to hire a project and finance manager at the earliest possible date to work as an essential part of our small dynamic office who will support the UK director in carrying out projects&activities, running the London office and who will be responsible for accurate accounting presentable to both German and UK authorities. The post holder will work closely with the London director and coordinate with colleagues at the Foundation’s German HQ, and should speak at least basic German.

Key responsibilities will include:

Project and event management support

• Support UK director in planning, organising, and carrying out events, delegation visits by requesting quotes, researching venues, booking flights/transport/hotels etc. and receiving high level participants and visitors
• Maintaining contact management systems and monitoring and evaluation data, drafting reports, newsletters, and mailing lists

Office and Finance management

• Financial administration of projects and London office including budget planning in close coordination with the Foundation’s Headquarters in Munich
• Liaise with UK authorities, auditors, cooperation partners und legal counsel regarding finance, tax and legal matters
• Scan and file all relevant documents/receipts, carrying out regular data back-ups
• Assist director in administration of London office, incl. procurement of office supplies and liaising with external service providers
• Maintain London office inbox and liaise with Foundation’s headquarters regarding IT matters  

Bookkeeping

• Collate, process & pay all invoices in a timely manner and manage the Foundation’s bank account
• Verify and collate receipts for the Foundation’s credit card expenditure and reconcile them with card statement
• Ensure accurate accounting for all events and activities, including checking receipts  
• Bookkeeping in multi-currencies (GBP&Euro) in both UK accounting format and the foundation’s own accounts system (training will be provided)
• Prepare monthly and annual UK accounts up to trial balance, incl. accruals, prepayments, etc.

About you

• Relevant degree/qualification (Master or equivalent years of experience) in social sciences, finance management, business administration or similar
• 2-3 years of project/event/financial management experience primarily in the UK
• Native or near-native English skills, at least basic German (intermediate/advanced desirable)
• Excellent MS Office and Adobe Acrobat skills, proficient in Windows apps as well as proven experience with accounting software (e.g. Xero)
• Be familiar with current PAYE, pension regulations, HMRC, and Companies House.
• A great self-starter who is not afraid to take the initiative and to solve arising problems  
• Ability to work collaboratively in a small team, responding flexibly to changing demands of the role, and adapting quickly to new and complex systems and software
• Strong attention to detail, carrying out tasks diligently to ensure accurate accounting
• Excellent social and interpersonal skills
• Prepared to undertake short work trips to Europe once or twice a year

Our Offer

• Fixed-term contract with potential to extend
• Flexible working hours, pattern and hours to be agreed (Full time equivalent 40 hours per week)
• Generous leave: depending on agreed hours, 28 days pro rata (excl. public holidays)
• Pension scheme: auto-enrolment with NEST, 5% employer contribution
• Sick Pay: up to four weeks per 12 month period
• Modern office in Central London (Temple), hybrid working as agreed with director
• Salary: £ 40.000 pro rata, exact salary depending on hours agreed

Please email cover letter and CV by 31st March.