Finance Manager - Compliance & procurement

POSITION: Finance Manager Compliance & Procurement, Permanent (Full time 37.5hrs per week)

DEPARTMENT: Corporate Services

REPORTS TO: Director of Finance & Corporate Services

SALARY: £32,600 - £35,623 (DOE)

City Centre location

25 days annual leave + 11 bank holidays

NILGOSC pension

Working hours: Mon-Fri 9am - 5.30pm. Agile working arrangements are available.

PURPOSE: Reporting to the Director of Finance & Corporate Services, the Finance Manager Compliance & Procurement is responsible for operational compliance and governance across the organisation. This includes areas of procurement, internal/external audit actions, health & safety compliance.

RESPONSIBILITIES:

• Compliance & Governance
• Assist in the maintenance of the list of VB Company policies, ensuring that they are subject to regular review and that all staff have declared receipt and understanding of these policies.
• Maintenance of a supplier contracts register and a key funding agreement register to ensure required action is communicated and completed in a timely manner.
• Ensure that all annual declaration of interest forms are completed to enable the Director of Finance & Corporate Services to maintain the disclosure register.
• Manage the quarterly gifts and hospitality return process for review by the Director of Finance & Corporate Services.
• Manage the data retention requirements for financial records and ensure secure and confidential disposal in line with appropriate policies.
• Prepare a quarterly bad debt provision calculation for review by the Director of Finance & Corporate Services and ensure that debt recovery processes are actioned as required.
• Manage the update and communication of hospitality authorisation procedures and ensure that these are followed and appropriately authorised.
• Manage the process for the use of Company credit cards and all associated returns.
• Support the risk management administration process to include updates of the risk register.
• Support the treasury management of all Visit Belfast bank accounts.
• Support the quarterly VAT return process.
• Assistance in any internal or external audit requirements to include assigned actions following any audit recommendations.
• Active participation in the company’s Health and Safety Committee, to include management of risk assessment or incident/accident reporting forms and associated filing systems.
• Assist the Director of Finance to ensure shared areas are maintained and fire safety regulations are implemented, communicated and adhered to.
• Procurement
• Support the Director of Finance & Corporate Services in the development, review and maintenance of all relevant procurement policies and procedures.
• Governance reporting to the Director of Finance & Corporate Services to ensure compliance with Company procurement policies and reporting of any non-compliance.
• Provide training regarding the procurement policies and the associated responsibilities for all staff.
• Centralise procurement activities so that all quotation exercises are coming from a central source.
• Support departments in the administration of procurement exercises.
• Design and implement a meaningful file structure for all procurement/purchasing documentation.
• Maintenance of tender and procurement documentation and ensuring that records are kept up to date.
• Deal with enquiries from existing and prospective suppliers.
• Other
• To undertake, when necessary, work out of normal office hours.
• To carry out all duties with full regard to the Visit Belfast's equal opportunities and fair employment policies.
• To carry out all duties with full regard to the Visit Belfast's data protection (GDPR) policies.
• Travel on behalf of Visit Belfast may form part of the job.

RELATIONSHIPS:

• Reports directly to the Director of Finance & Corporate Services.
• Provides organisational support regarding all matters of operational compliance and governance.
• Provides organisational support and manages internal record keeping for all procurement exercises.
• Interacts with Visit Belfast's existing and potential designated suppliers and, as appropriate, public and private sector stakeholders.

SPECIFICATION

Qualifications

• Essential Criteria
• Minimum 5 GCSEs, or equivalent, at grade C or above, including English and Maths.
• Degree level qualification, or equivalent. OR 5 years relevant finance/procurement experience.
• Desirable Criteria
• One of the following: Finance/Accounts qualification. CIPS/alternative procurement qualification. Health & Safety qualification.

Relevant Experience

• Essential Criteria
• Minimum 3 years finance/compliance/procurement department experience.
• Proven experience in the use of all Microsoft applications: Word, Excel, Outlook and PowerPoint.
• Experience using financial packages such as SAGE, SAP, Exchequer etc.
• Understanding of data privacy and document retention standards.
• Proven experience in communicating with internal and external stakeholders.
• Desirable Criteria
• Experience of file management systems.
• Experience of contract register management.
• Experience of involvement in an internal/external audit process.
• Health and safety experience.

Special Aptitudes

• Essential Criteria
• Excellent communication and interpersonal skills.
• Flexibility and ability to work well as part of a team.
• Excellent literacy and numeracy skills.
• Attention to detail.
• Problem solving skills.
• Proven ability to work on own initiative on projects.
• Excellent planning and organisational skills.
• Good time management skills.
• Ability to meet deadlines and work under pressure.
• Desirable Criteria
• Previous experience in a similar role or organisation.
• Experience in development of policies/procedures.
• Experience in monitoring compliance with policies/procedures.

Circumstances

• Essential Criteria
• Available to work outside normal hours, if required.
• Willing to travel as required.
• Desirable Criteria
• Clean driving license and access to own transport.