Head of Finance And Administration in London

Aga Khan Foundation, UK is seeking a Head of Finance & Administration to support the CFO by running efficient and effective systems for financial processing, financial accounting, financial administration, office administration, financial reporting, donations management, forecasting, budgeting, payroll, and external audits.

To manage cashflow, investments, online banking and be the main contact for all banks.

To ensure accuracy and reliability of all financial information.

• Ensure robust financial and operational systems, procedures and controls are in place, properly documented and regularly reviewed.
• Prepare the annual financial statements and the Group financial statements.
• Set and manage the month-end timetable.
• Prepare the monthly Finance Committee report and coordinate all additional papers.
• Set the agenda & attend monthly Finance Committee meetings, take minutes, follow up on actions.
• Ensure monthly reconciliations of all control accounts are completed in a timely manner.
• Manage the finance admin inbox and ensure emails are dealt with in a timely manner.
• Monitor and review supplier invoices and staff expense claims and ensure that they are promptly recorded, authorised and processed.
• Ensure all staff expenses are in line with AKF(UK) policies.
• Review and approve weekly payment run.
• Monitor and review monthly payroll, pension, benefits and ensure that they are promptly recorded, authorised and processed and ensure compliance with HMRC requirements.
• Monitor and review recharges to other AKDN agencies and ensure that they are promptly recorded, authorised, processed and reported on.
• Manage and process conduit funds for other AKDN agencies.
• Prepare monthly cash requests and quarterly cash balance reports.
• Prepare the administration budgets and forecasts.
• Act as the Finance Business Partner for Communications.
• Donations Management
• Ensure the administration of all donations, including keeping accurate records, donor contact information, and donations reporting.
• Manage the donations inbox, ensuring emails are dealt with in a timely manner.
• Ensure all regular monthly and quarterly income reports are prepared in a timely manner.
• Ensure the timely submission of Gift Aid claims to HMRC.
• Ensure due diligence is completed on new donors where necessary.
• Manage the periodic statement process to donors with outstanding pledges.
• Ensure cash donations are collected from the Ismaili Centre and banked promptly.
• Audit, Compliance and Systems
• Lead the annual external audit process and arrange timings with the external auditors.
• Achieve timely and clean internal and external audit reports.
• Prepare all government reporting (legal and financial), regulatory filings etc., and ensure statutory compliance with all financial regulatory issues.
• Prepare compliance reports for the AKF(UK) CEO, AKF Geneva, and the Finance Committee.
• Manage, oversee and update all internal financial policies, procedures, and forms - and ensure compliance with these.
• Manage the AKF(UK) financial risk register and the Compliance Calendar.
• Prepare the annual consolidation pack for AKF Geneva.
• Be responsible for the effective use of Microsoft Dynamics (financial system) and Raisers Edge NXT (donor management system) including leading on the roll out of system updates.
• Banking and Investment Management
• Act as the key contact for banks and manage online banking including signatories and access.
• Coordinate with investment advisors to ensure the most informed financial recommendations are given to the CEO, AKF Geneva, and the Finance Committee.
• Manage currency accounts and ensure timely purchasing of currency for financing payments.
• Manage cashflow for investments and propose investment strategies.
• Manage the corporate credit card programme.
• The requirements
• Office Administration
• Manage the relationships and contracts with the preferred travel agent, mobile phone provider and payroll provider.
• Manage AKF(UK) assets, including reviewing the asset tracker, follow up on actions and receive annual confirmation from employees of assets held.
• Manage the front office inbox, ensuring emails are dealt with in a timely manner.
• Ensure AKF(UK) post is collected from the post room and distributed.
• Team Management
• Supervise and mentor the Finance Officers and Finance Assistants.
• Manage the Finance Induction process for all new joiners across AKF(UK).
• The Requirements

Qualifications

• CCAB qualified accountant.

Experience

• Minimum of three years’ post qualification experience in financial accounting, management accounting and reporting.
• Experience of working in a multi-currency environment
• Experience of charity accounting, VAT and knowledge of auditing.
• Experience of production of statutory accounts in accordance with UK GAAP and UK Charity SORP.
• Experience of project budgeting and accounting including cost recovery modelling, cash flow management and reporting.
• Experience of designing and managing financial systems, processes and procedures
• Advanced hands-on experience using Excel and integrated multi-ledger accounting systems, including the production and adaptation of pivot tables.
• Experience of managing internal cost recharges and allocations.
• Experience of using databases and donor management systems (Raiser’s Edge desirable).

Skills

• Good interpersonal, customer care and liaison skills with a range of stakeholders.
• First-rate oral and written communication skills in English.
• Ability to work under pressure, manage competing priorities and deliver to tight deadlines.
• Ability to synthesise complex operational and financial details for reporting and presentation.
• Ability to take a robust but tactful position, confident with a positive outlook
• Ability to problem solve, working with both internal and external stakeholders to deliver results
• Ability to work in a multi-institution network within a multi-cultural environment
• Strong management and mentoring skills
• Proficient in all Microsoft Office applications, especially Excel
• Knowledge
• Appreciation for ADKN’s goals, values and ethics
• Knowledge of charity accounting
• Knowledge of UK tax system, and specifically NI & PAYE
• Knowledge of company legislation

Applicants must have the right to live and work in the UK.

• Sector
• Social Development
• About the Agency

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty.

For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people.

By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.

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