Finance and Administration Manager (1 year contract – Maternity Leave Cover)
UGlasgow Singapore Pte Ltd
Management Professional & Administrative
GRADE 7-8
Job Purpose
Leadership of UGS Finance & Administration function, encompassing planning, management reporting, financial systems & transactional support ensuring the financial performance, integrity and long-term viability of the organisation.
Main Duties and Responsibilities
1. Responsible for the provision of operational leadership to UGS in a manner that facilitates the achievement of its strategic objectives, including specialist financial expertise and advice.
Responsibilities include:
Delivery of the financial elements of the Strategic Plan.
Formulate budgets for the Director & Management Team's consideration.
Operate as a key member of the local Management team to drive the growth of the Company.
Ensure transactional support is delivered in an efficient and effective manner.
The role has the potential for further expansion to include financial oversight of the University of Glasgow’s activities in SE Asia and Asia. As a result, some limited travel in SE Asia, Asia and the UK may be involved in the role.
2. Responsible for financial systems and operational management of the finance and administration functions including:
Providing a full range of financial services including all transactions and processing activities relating to payables, receivables, cash and banking, ensuring transactions are processed in a timely and accurate manner.
Preparation of the quarterly goods and services tax (GST) return.
Submission of claims to the Singapore government, for example, through e-portal services for childcare leave, NSMan claims and Productivity Innovation Credit (PIC).
Ensure all reconciliations and suspense accounts are reviewed and reconciled monthly.
Ensure that procedures are in place so that all invoices are paid according to supplier terms and all issues are dealt with appropriately.
Ensure that outstanding debt is identified promptly and dealt with appropriately.
Acts as the main point of contact locally for all employment matters related to UGS.
3. Responsible for the implementation & maintenance of financial procedures and controls to ensure compliance with current legislation, Glasgow University Policy, and relevant Accounting Standards.
4. Financial risk management including:
Preparation of the annual budget, to identify, evaluate and manage financial risk, in conjunction with the Director of UGS and in consultation with Finance team in Glasgow.
Production of accounts in both monthly management & annual statutory formats, for consolidation within the published accounts of Glasgow University. Identification of budget variances and proactive in providing solutions to the management team enabling effective budgetary control.
Ensure that any research or commercial opportunities are robustly evaluated and that sound financial advice is provided to colleagues, the Director and UGS Management Team.
5. Management of third party service contracts
Manage third party payroll providers to ensure that payroll costs are accurately and promptly processed and that any relevant external returns are filed promptly and accurately.
Manage third party tax advisers to ensure that tax returns are accurately and promptly processed.
6. Responsible for the cradle to grave financial management of all research and commercial projects.
Responsible for effective project evaluation and subsequent financial management ensuring delivery in line with budget.
Develop pricing strategies for research and commercial work.
Advising and supporting UGS staff with price negotiations on research and commercial projects participating in those negotiations as appropriate.
Ensure research and commercial contracts are administered in accordance with the terms and conditions of external funding bodies.
Work in conjunction with the Research Support Office in Glasgow University to ensure that internal policies on the management of research and commercial activities are observed.
7. To operationally manage the administrative staff in UGS by ensuring that the support functions and structures underpin an effective and efficient delivery of the company’s strategic aim of delivering a high quality student experience. This will involve liaison with the School of Engineering, the School of Computing Science and the School of Nursing at the University of Glasgow.
8. Other responsibilities & duties include:
Preparation of a complete Audit file and annual accounts in a statutory format
Liaison with Glasgow University with respect to consolidation of financial statements & Audit inspection
Manage & maintain excellent relationships with Auditors, Banks, Research Funders, partner Universities and other stakeholders.
Deal with highly sensitive strategic issues in a professional manner observing confidentiality
Provision of financial and administrative advice to all staff with respect to UGS and Glasgow University's Policies.
9. Perform the above duties with a higher degree of independence, leadership and responsibility.
10. Manage and oversee all general and operational administration within UGS by working closely with the UGS Director and the Director of People and OD Operations.
11. Direct supervision of the UGS Learning and Teaching Administrators ensuring that all aspects of people management, development and review are in place across the team.
12. The role holder will be expected to have continuing engagement in developing their professional capability.
13. The role holder will contribute to the enhancement of the University’s international profile in line with the Internationalisation objective of enhancing our global reputation and partnership development.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential
A1 Qualified to degree standard.
A2 Chartered Accountant or equivalent.
A3 Comprehensive knowledge of business processes, management information systems and value drivers of management accounting.
A4 Comprehensive up-to-date knowledge of relevant Singaporean governance including but not limited to the Ministries of Manpower and Finance.
Desirable
B1 Knowledge of relevant Singapore employment & financial law and regulations.
Skills
Essential
C1 An ability to add rigour to business decisions through active business partnership and the application of well established tools and techniques.
C2 Strong analytical and data interrogation skills.
C3 Ability to both read and speak Chinese.
C4 Highly effective oral and written communication and interpersonal skills with the ability to challenge with diplomacy.
C5 Attention to detail.
C6 An ability to demystify complex financial concepts for non-financial colleagues.
C7 Effective team worker.
C8 Resilient and durable, able to maintain momentum in the face of obstacles and setbacks.
C9 Is able to prioritise and juggle competing demands from a variety of stakeholders.
C10 Advanced skills in the use of Microsoft packages such as Excel, Word, Access, PowerPoint; and accounting software packages.
C11 Significant leadership and management skills relevant to a financial setting.
Experience
Essential
E1 A minimum of 3 years post-qualification financial and management accounting experience.
E2 Successful track record of working with non-financial managers to drive improvements in financial analysis leading to additional insight and improved decision-making
E3 Track record of developing business cases with non-finance professionals
E4 Track record of managing budgeting and strategic planning within a complex environment.
E5 Proven experience of working as part of a multidisciplinary team.
E6 Experience of working within a matrix organisational structure.
E7 Experience of staff supervision in a financial setting.
E8 Significant practical experience of using computerised financial systems.
E9 Typically 4-6 years of post-qualification financial and management accounting experience.
Job Features
Dimensions
Staffing: supervision of 4 Learning and Teaching Administrators
Financial: preparation of budgets & cash management
Customers: internal – Assisting and advising UGS staff on any aspect of financial information as required
External: suppliers & sales customers enquiries, other educational organisations, research funding bodies, banking staff, auditors, tax and payroll providers
Operational: provision of a full range of financial & administration services (All ledgers; cash; taxes), budget preparation & monitoring for all UGS research & commercial activities
Administrative: ensure all financial and administrative transactions are processing efficiently, effective interface with tax and payroll provider and finance staff at Glasgow University.
Working Knowledge: Technical knowledge to prepare long term financial models; publish accounts; negotiate contracts; evaluate research and commercial opportunities and devise pricing strategies.
Ability to do all tasks within the finance team as well as manage the tasks of the team. Retaining and improving the wide range of technical accounting knowledge required to fulfil
all aspects of the post.
Planning and Organising
Responsible for delivery of the financial elements of the annual budget in conjunction with the Director & Management Team. Responsible for the planning and organisation of the Finance & Administration function, ensuring compliance with legislation, University/UGS policies and continual review to improve efficiency.
Decision Making
Responsible for planning & budget monitoring & control.
Responsible for the implementation of financial & administrative policies & procedures, and maintaining adherence to them, ensuring compliance with legislation and accountability of funds.
Responsible for all cash management decisions, in consultation with the UGS Director - UGS is operated as an independent financial entity, therefore a positive cash balance should be maintained at all times.
Internal/External Relationships
Internal
Liaison with Management Team, Directors, senior academic staff in relation to all financial aspects of their work, to ensure strict budgetary control, and contract administration.
All UGS staff in administrative support.
External
Maintain strong relationship with Singapore Institute of Technology staff.
Glasgow University senior & other staff ensuring parent company requirements are met.
Auditors to ensure effective and timeous audit process. Tax and payroll providers to ensure accurate timely and efficient payroll and tax processing.
Enquiries relating to the management of supplier contracts & payments; ensuring high standards of customer service & debt control, to maintain UGS's financial stability.
Problem Solving
Maintain and improve the Financial & Administrative support to UGS, continually striving to improve efficiency and effectiveness.
Maintain the Company's medium and long term financial viability, including cash flow management.
Working with UGS staff to find innovative solutions to secure new and alternative sources of income for UGS and negotiate with external partners to create service level agreements for UGS services.
Provide a training structure to develop the skills of finance and administration staff, ensuring job satisfaction for the individuals, and better functioning of the team.
Terms & Conditions
The salary will be S$79,939 - S$129,519 per annum with placing on salary scale commensurate with experience.
The successful candidate will be employed by UGlasgow Singapore Pte Ltd.
Vacancy reference: 152029. Closing date: 26 September 2024
The University has been awarded the Athena SWAN Institutional Bronze Award.
The University is committed to equality of opportunity in employment.
The University of Glasgow, charity number SC004401.
