Finance and Administrative Assistant

Integrity Action is an independent non-profit organisation that works with governments, business, universities, and civil society to find practical solutions to making integrity work. For more information please visitwww.integrityaction.org

Integrity Action was founded in London in 2003 from the conviction that integrity offers the single largest opportunity for improvements in sustainable and equitable development worldwide.

Integrity Action has raised over £15 million for its work in the past ten years from a range of institutional donors. Within three years we aim to double our annual income and to secure several long-term financial commitments to put the organisation on a stable financial footing. We have circa 25 staff. Our main officers are in London and East Jerusalem.

Integrity Action is looking for a super organised, enthusiastic person to work as a Finance and Administrative Assistant in our small but busy London-based office. You would be working alongside our Finance Manager and Chief Executive Officer.

Responsibilities:The Finance and Administrative Assistant will be responsible for providing finance and accounting support; day to day office control and maintenance activities; office purchasing; and other administrative support.

Key tasks of this position will include:

FINANCIAL MANAGEMENT

• Assisting the Finance Manager in the accurate preparation and timely delivery of financial information related to Integrity Action’s overall activities.
• Assisting the Finance Manager in budget controls and financial management over multiple donors and programmes, including preparation of annual budgets, budget amendments, cash-flow forecasts, etc.
• Assisting the Finance Manager in the preparation of financial reports for internal and external purposes in compliance with donor regulations.
• Assisting the Finance Manager in the preparation of proposals and budgets for funding applications.
• Assisting the Finance Manager in the preparation of accounts for audits, monitoring and reporting purposes.
• Preparing and processing payment requests and other actions in the Grant Management System (GMS).
• Preparing bank orders for payment processing through HSBC internet banking
• Assisting the Finance Manager in procurement and financial management tasks.
• Preparing monthly bank and control account reconciliations.

GENERAL

• Maintaining effective filing systems for programme and financial information and assisting in developing reports for management and donors.
• Assisting in all administrative and financial management matters related to Integrity Action’s worldwide activities.
• Assisting the Chief Executive Officer in the day-to-day management of Integrity Action’s programmes and activities.

OFFICE AND PERSONNEL MANAGEMENT

• Handling incoming mail and telephone calls, and following up on enquiries.
• Maintaining lists of key contacts.
• Drafting workplans and non-programme correspondence, including letters, faxes, memos and e-mails.
• Maintaining office filing systems (electronic and hard copy).
• Co-ordinating internal staff meetings, including: notification; room booking; agenda preparation; minute-taking; follow up with relevant staff members on deadlines, commitments made and actions taken.
• Providing logistical and administrative support for non-programme internal and external meetings, conferences, workshops, retreats, training and other events, including: room booking; travel and accommodation arrangements; preparation and distribution of documentation.
• Managing office stationery supplies, including: maintenance of stock list; maintenance of lists of main suppliers; purchase of supplies; distribution to staff.
• Managing office furniture and equipment needs, including: updating an office asset inventory; maintenance of office furniture and equipment.
• Liaise with suppliers on all office-related matters (e.g. office space and facilities; maintenance and repairs; facilities; telecommunications etc.).
• Manage the internal procurement process relating to office furniture, equipment and supplies.
• Check and control the London office petty cash

Qualifications:

• At least a Bachelor’s degree in business administration, accounting, finance, or a related field.
• An accountancy qualification or part qualification would be a significant advantage.

· Minimum of 3 years of work experience in a related field.

· Strong financial background and experience in preparing financial reports and budgets.

· Proven experience in finance management within an international organisation including managing programme budgets, forecasting and reporting.

· Working knowledge of issues in integrity and governance and an interest in combating poverty and development issues.

· Team working skills; the ability to work independently as well as the ability to work well with people from various regions, cultures and contexts.

· Good communication and interpersonal skills.

· Fluency in English - both written and oral communication.

· Proficiency in the advanced use of Microsoft Excel.

Closing date:19th June 2015

Duty station:London Working language: English

Type of position: 40 hours a week

HOW TO APPLY:

Applications:Please send your CV and a covering letter, to jobs@integrityaction.org with the subject title Finance and Administrative assistant.