Finance & Operations Administrator

HARRIS HILL; City Of London; Hybrid; GBP 35,000; Full time

Job summary

An international charity based in Central London is seeking a Finance and Operations Administrator. This full-time, hybrid role requires strong organisational and numerical skills while providing financial and administrative support to the CEO. Candidates should have proficiency in QuickBooks and be fluent in French and/or Spanish. The position offers 25 days holiday and an attractive pension plan.

Benefits

25 days holiday plus bank holidays

Attractive employer contribution-only pension

Private medical insurance cover

Excellent working environment

Qualifications

• Outstanding organisational and time-management skills required.
• Excellent attention to detail is vital.
• Strong numerical skills are necessary.

Responsibilities

• Process grant payments and handle financial tasks.
• Provide executive support to the CEO.
• Manage office correspondence and supplies.

Skills

Organisational skills

Attention to detail

Numerical skills

Proficiency in MS programmes

Proficient in QuickBooks

Spanish (Spoken)

French (Spoken)

Tools

QuickBooks

MS Office

SharePoint

Job description

Harris Hill is recruiting for a Finance and Operations Administrator with French and/or Spanish (Spoken) skills, for this International Charity, working in developing countries. Based in Central London. (Hybrid working)

• REPORTING TO: CEO
• CONTRACT TYPE: Permanent, Full-time (hybrid)
• PROPOSED SALARY: £35,000 per annum depending on experience
• LOCATION: Central London. (CANDIDATES MUST LIVE IN THE UK. THIS IS HYBRID ROLE. NO OVERSEAS TRAVEL)
• HYBRID WORKING: A minimum of 2 days per week is based at their offices in Central London.
• BENEFITS: 25 days holiday plus bank holidays, attractive employer contribution-only pension, private medical insurance cover, excellent working environment.
• HOURS: Full-time, 35 hours a week, Monday to Friday.
• LANGUAGE SKILLS DESIRABLE: French and/or Spanish (Spoken)

About the role

Principal Responsibilities

1. Finance Administration - 60%

• Processing grant payments (10-15 weekly) via online banking in line with authorisation limits
• Inputting and updating all incoming and outgoing transactions on QuickBooks.
• Saving payment confirmations on the server and on QuickBooks.
• Scanning and Electronic filing of accounts and finance invoices, receipts, credits.
• Calling organisations in different countries to verify bank account details (as part of anti-fraud checks.)
• Weekly and monthly bank reconciliations.
• Financial support to CEO and auditors for annual audit.
• Administration of 3 company credit cards and company expenses.
• Ad hoc administration duties to support charity and CEO including communications with the Charity Commission.

2. Grant assistance – 5%

• Review and edit of grant letters for c.15 grants per year.
• Email liaison with grantees to ensure timely submission of paperwork including annual reports.

3. Assistance to CEO - 25%

• Provide a professional, comprehensive and high-quality executive support to the CEO, including time, diary and email management, travel and accommodation arrangements, expenses, providing support to meetings, drafting appropriate correspondence and document production.
• Providing project administration support and management of discreet pieces of work relating to the Trustees meeting.

4. Office Management - 10%

• Handling incoming and outgoing correspondence e.g. post, office phone
• Inventory and supplies Ensuring that office has sufficient stationary, kitchen and bathroom supplies
• Facilities: deal with any repairs and cleaning including liaison with cleaning company
• Organising catering for Trustees meetings x3 annually
• Weekly backup of server
• Event planning: organising company events e.g. strategic planning sessions, visits from grantees, office outings

Person specification

• Outstanding organisational and time-management skills
• Excellent attention to detail
• Excellent numerical skills
• Proficient on MS programmes, Sharepoint and accounting packages (QuickBooks ideal)