Key Responsibilities
Finance & Accounting
· Smooth running of the Finance department, including book-keeping, financial administration and procurement functions
· Maintenance of full and accurate set of accounts, preparation of management, statutory and other reports as required by the Board and Management, or pursuant to applicable regulations
· Ensure that accounts and financial reports are in compliance with applicable accounting standards and guidelines, and internal standards and operating procedures
· Maintenance of all financial records
· Ensure that material assets of the Company are accounted for and properly safeguarded
Working Capital and Cash-Flow Management
· Proper management of receivables, payables and inventories
· Proper recording of donations, grants and sponsorships
· Monitoring cash-flow and ensuring adequate cash for current operations and expenses
Planning, Budgeting & Forecasting
· Assisting the CEO in the formulation of the Company’s Annual Operating Budgets / Plans and Strategic Plans
· Preparation of P&L, Balance Sheet and Cash-Flow forecasts and estimates, and updating the same with the latest information / developments
· Presenting such plans, budgets, forecasts and estimates to the Board and Management for approval
· Reconciling significant variances vs budgets or plans, comparing vs previous years, and highlighting significant variances and critical issues to the Treasurer, Audit Subcommittee and Exco
Corporate Governance
· Ensuring compliance with the Charities Act, Charities (IPC) Regulations, Societies Act, Code of Governance for Charities & IPCs, Charities Transparency Framework and any other applicable laws, regulations, notices or guidelines
· Timely compliance with all filing and reporting obligations under applicable laws and regulations, including filing of its Annual Returns and Governance Evaluation Checklist
· Ensuring that the Company’s programmes and activities are in compliance with all applicable laws and regulations, including ensuring the validity of all applicable licenses and permits.
· Dealing and communicating effectively with governmental and other authorities, statutory bodies and sector administrators
· Assist the Company with compliance with Personal Data Protection Act as well as other policies introduced by Charities Council or other government authorities from time to time
· Preparation of Minutes for Board Meetings
· Administration of the Annual General Meeting, including preparing Minutes of Meeting, sending out the Notice of AGM and accounting for Quorum.
Internal Controls
· Assist t with compliance with Personal Data Protection Act as well as other policies introduced by Charities Council or other government authorities from time to timepolicies and procedures
· Reporting to the Audit Committee and liaising with the Company’s external auditors and other parties conducing any examinations, investigations and similar processes, in a prompt, transparent and professional manner
Insurance etc.
· Ensuring adequate insurance coverage (i.e. all-risks insurance) in respect of the Company’s premises, Board and staff
· Assisting the CEO in liaising with the Landlord or Head Lessor on lease-related matters
Counterparty Monitoring
· Provide Support with on review of contracts, agreements and MOUs entered into by the Company, having regard to all financial obligations owed by the Company or owing to the Company
Fundraising Monitoring
Provide support with respect to:
· Administering cash collection processes (e.g. cash-over-counter; donation boxes; pledge bags and street collections), including ensuring that the Company’s KYC and AML processes are complied with (where applicable)
· Ensuring donor information confidentiality and ensuring compliance with all donor requests with respect to specific use of funds (to the extent approved by the CEO and Board)
· Monitoring and following up on donation pledges or commitments, and collections from fundraising activities (including by way of maintaining a catalogue of fundraising MOUs)
· Monitoring compliance with Collection of donor information Maintaining a register of all contracts, agreements and MOUs entered into by the Company, and monitoring all obligations owed by the Company or owing to the Company, including monitoring and following up on donation pledges or commitments, and collections from fundraising activities
General Matters
· Support the CEO and colleagues, when called upon, to ensure success of the Company’s events and activities
· Perform any other duties tasked by the CEO for the benefit of the Company.
Qualification & Experience
- Accountancy degree with a minimum of 6 years experience in accounting for IPC/charity organisations
- Hands-on and good team player
- Ability to handle and manage the Board
