Finance, HR and Operations Manager at Ashoka UK
Finance, HR and Operations Manager at Ashoka UK
Reports to: Ashoka UK Director
Start date: March 2017 (permanent position with 3 months’ probation period)
Location: Ashoka UK’s office at 15 Old Ford Road, Bethnal Green, London, E2 9PJ
Time commitment: full time (Monday to Friday)
Remuneration: £35,000-£40,000 per annum depending on experience
Benefits: pension contribution (3% of gross salary)
**Please note that you must be eligible to work in the UK to apply for any position at Ashoka UK**
About the Role
Do details make your world go round? Here in the Operations team, we know that changing the world depends on getting the little things right and we’d like to find someone who shares this understanding. We’re looking for an Office Angel – someone who provides the team with tools and resources to boost their productivity and nurtures a positive and collaborative working environment. Our ideal candidate would be a natural problem-solver, a serial-organiser, a detail-oriented coordinator.
Working across all programmes and teams, the role would involve supporting and managing the systems and processes that keep the Ashoka UK family running happily. The successful candidate will have strong organisational, time management and multitasking skills, and will be self-motivated and a strong team player. We’re especially keen to meet someone familiar with bookkeeping and financial reporting.
We expect the candidate to enthusiastically join in our core organisational activities as well. This is a great opportunity to experience working in the not-for-profit / social enterprise sector and take on considerable responsibility.
Role and Responsibilities
- Finance Management (~40% / 2 days a week):
- Set up, improve and manage financial processes according to our policies and established deadlines;
- Prepare annual budget forecasts for Ashoka UK and Europe Hub, and keep track of actuals (income and expenditure);
- Manage all income-related entries on Salesforce (forecasts, pipeline and tracking expected payments);
- Manage expenditure and reporting according to grant agreements and donations’ restrictions in a timely and accurate manner
- Manage accounts payable, accounts receivable and bookkeeping in a timely and accurate manner, with the support of our outsourced finance back-office team;
- Process staff expenses claims and corporate prepaid cards purchases;
- Coordinate cash transfers to / from other Ashoka offices;
- Prepare regular reports to different audiences: Ashoka UK director, senior leadership team, board of trustees, Ashoka Global, donors, etc.;
- Coordinate fellowship agreements and stipend payments;
- Coordinate the relationship with our accountants and support them on the preparation of our annual audit report;
- Coordinate the migration of our financial system from NetSuite into SAP Business One with the support of Ashoka Global Finance Team.
- Office / Charity Management (~30% / 1.5 days a week):
- Ensure an efficient and lean management of the office, administrating the relationship with the landlords, cleaner, tech support, and services providers;
- Purchase and maintain office furniture, stationery, IT equipment and other supplies;
- Coordinate staff training and adoption of our CRM system, internal communication tools, travel booking platform and any other IT tool;
- Manage relationships with legal advisors, regulating organisations;
- Timely and accurately manage the charity’s filings and comply with legal requirements of UK regulating organisations;
- Liaise with the director of Ashoka UK’s branch in Ireland to ensure accurate and timely filings and compliance with both UK and Ireland regulating organisations;
- Submit 6-monthly Gift Aid claims to HMRC;
- Coordinate the relationship with the board of trustees and any other governance matters;
- Organise board meetings, ensure accurate minutes and coordinate resolutions.
- Human Resources (~20% / 1 day a week):
- Coordinate recruitment, on-boarding and off-boarding of volunteers and paid staff;
- Set up, improve and manage HR processes according to our policies, and update policies when needed;
- Coordinate internal events, staff training, team building activities and celebrations (such as welcome meetings, leaving parties, Christmas dinner, etc.);
- Prepare and renew staff contracts;
- Liaise with Ashoka Global HR Team and local payroll fiduciary agency;
- Manage pension scheme, childcare voucher scheme and any other benefit offered to staff.
- Miscellaneous (~10% / 0.5 day a week):
- Join team meetings, team building activities and other cross-programme opportunities.
Required Skills and Experience
- Highly organised and detail-oriented
- Experience in finance management, preferably in the UK
- Excellent time management and multitasking skills
- Able to work on own initiative and under minimal supervision
- Strong team player
- Able to communicate clearly and efficiently with diverse audiences
- Proficient in Excel
- Experience in charity management, preferably in the UK
- Familiar with SAP Business One (or other financial / accounting system)
- Familiar with Salesforce (or other CRM system)
Ashoka has a rigorous screening process for hiring staff at all career stages. All applicants for all positions must possess the following qualities along with the appropriate degree of experience:
Entrepreneurship/Intrapreneurship: Compelled to take creative initiative and ownership (e.g. founding an organisation or company, starting a movement, or re-shaping the work of an existing organisation). Demonstrates relentless and realistic how-to-thinking and passion for seeing their ideas come to life.
- Understanding and Belief in the Everyone a Changemaker: Understands and believes the Everyone a Changemaker vision at a gut level. To be able to innately ‘get’ this, candidates should have a broad and inquisitive intellectual and a thinking pattern that connects the dots between historical trends and current social context.
- Emotional and Social Intelligence: Ability to work efficiently and respectfully in teams, putting organisational/team goal first (personal glory second).
- Ethical Fibre: Exceptionally strong ethical behaviour. Is self-reflective and has strong empathy skills. Trustworthy.
- Self-Definition: The person expects that changing the world in big ways and on a continental scale is what he/she will do in life.
How to apply:
Applications for this role should be submitted by Sunday 19th February 2017 exclusively through our online platform at http://bit.ly/2j5pDx4. For any further information, please contact firstname.lastname@example.org.
Please note that you must be eligible to work in the UK to apply for any paid or unpaid position at Ashoka UK.