ActionAid Head of Finance and Administration (HoFA)
MAIN PURPOSE
The HoFA is primarily responsible for the statutory financial management and financial risk management of the organisation. The role will report to the Executive Director (ED) on strategic issues that concern the ActionAid Australia Board of Directors and regarding the day to day operations of the organisation.
KEY RESPONSIBILITIES
Strategic Management
• Advise and assist the ED and the Board of Directors, Audit and Risk Management Committee and Finance and Fundraising Committee on strategic financial issues, with emphasis on financial risk management, forecasts, and financial and statutory reporting to the Board and external stakeholders.
• Advise and assist the ED to ensure enhancement of and adherence to sound financial management policies and processes.
• Under the direction of the ED, work with the Leadership Team to develop, implement and review ActionAid’s strategic and business plans.
• Represent ActionAid and help promote the organisation.
• Develop and implement staff development plan within the functional team to ensure the highest level of learning, development and retention.
• Advise and assist the ED to ensure enhancement of and adherence to sound financial management policies and processes.
• Under the direction of the ED, work with the Leadership Team to develop, implement and review ActionAid’s strategic and business plans.
• Represent ActionAid and help promote the organisation.
• Develop and implement staff development plan within the functional team to ensure the highest level of learning, development and retention.
Financial Management and Budget
• Effectively oversee the financial risk management of the organisation.
• Prepare accurate and timely financial reports to the ED, Leadership Team, Board and relevant Board Committees, ActionAid International and statutory authorities.
• Ensure that ActionAid Australia has sound financial systems with robust internal controls, in accordance with legislative requirements.
• Ensure that all audit requirements are met, particularly with respect to the annual audit and statutory accounts, including compliance with the Australian Council for International Development (ACFID) Code of Conduct and other statutory requirements.
• Prepare monthly and annual financial statements to meet management requirements.
• Ensure that financial records and systems meet AusAID accreditation requirements.
• Co-ordinate, prepare, manage and report against the annual budget.
• Maintain the ActionAid Australia Finance and Administration Manual, and develop, enhance and implement policies and procedures related to the financial accounting systems in Australia and in overseas offices. Ensure compliance with relevant ActionAid International finance policies.
• Build financial capacity for non-finance staff members across the organisation according to the needs.
• Prepare accurate and timely financial reports to the ED, Leadership Team, Board and relevant Board Committees, ActionAid International and statutory authorities.
• Ensure that ActionAid Australia has sound financial systems with robust internal controls, in accordance with legislative requirements.
• Ensure that all audit requirements are met, particularly with respect to the annual audit and statutory accounts, including compliance with the Australian Council for International Development (ACFID) Code of Conduct and other statutory requirements.
• Prepare monthly and annual financial statements to meet management requirements.
• Ensure that financial records and systems meet AusAID accreditation requirements.
• Co-ordinate, prepare, manage and report against the annual budget.
• Maintain the ActionAid Australia Finance and Administration Manual, and develop, enhance and implement policies and procedures related to the financial accounting systems in Australia and in overseas offices. Ensure compliance with relevant ActionAid International finance policies.
• Build financial capacity for non-finance staff members across the organisation according to the needs.
Information Technology & Telecommunications
• Oversee the management and development of the IT infrastructure in the office.
• Ensure business continuity systems and procedures are in place to minimise risk of data loss.
• Ensure business continuity systems and procedures are in place to minimise risk of data loss.
Administration and Risk Management
• Manage risk through appropriate insurance programs for ActionAid Australia for property and assets, public liability, professional indemnity, travel and workers compensation. Manage all insurance claims, including workers compensation claims.
• Ensure appropriate management of property, building and security with related systems and procedures in place to control and monitor these issues.
• Ensure office services such as stationery, catering etc. are provided to all Sydney office staff in a timely and cost-effective manner.
• Ensure appropriate management of property, building and security with related systems and procedures in place to control and monitor these issues.
• Ensure office services such as stationery, catering etc. are provided to all Sydney office staff in a timely and cost-effective manner.
Human Resources Management
Supervises the Finance and Administration team in order to deliver:
• Effective Human Resources services
o Administration: employment contracts, administrative paperwork along the employment lifecycle, ensure all HR related policies are read understood and signed, filing system, police checks, etc….
o Performance management : implement best practice performance management systems and processes and ensure one on one coaching where necessary
o Learning and development: implement appropriate and effective learning and development programs
o Implement regular reviews of compensation and benefits
• Legal and compliance
o Manage all aspects of Work Health and Safety and Injury Management
o Develop and implement all human resources management policies and procedures and ensure compliance with AusAID accreditation standards and ActionAid international policies and procedures where appropriate
o Provide leadership on all Industrial and Employment Relations issues
o Manage all separation issues, including identifying and managing legal risk
o Ensure compliance with relevant legislative requirements
• Security Focal Point
o Ensure that all staff, volunteers, consultants and donors travelling to the field receive adequate security and context training and information before their departure
o Coordinate security arrangements with the local SFP or Head of Security
o Ensure international visitors coming to Australia receive appropriate security briefing and information according to specific conditions if necessary
o Ensure all visitors going to the field fill in the various forms (proof of life, etc…) as per the procedure
o Administration: employment contracts, administrative paperwork along the employment lifecycle, ensure all HR related policies are read understood and signed, filing system, police checks, etc….
o Performance management : implement best practice performance management systems and processes and ensure one on one coaching where necessary
o Learning and development: implement appropriate and effective learning and development programs
o Implement regular reviews of compensation and benefits
• Legal and compliance
o Manage all aspects of Work Health and Safety and Injury Management
o Develop and implement all human resources management policies and procedures and ensure compliance with AusAID accreditation standards and ActionAid international policies and procedures where appropriate
o Provide leadership on all Industrial and Employment Relations issues
o Manage all separation issues, including identifying and managing legal risk
o Ensure compliance with relevant legislative requirements
• Security Focal Point
o Ensure that all staff, volunteers, consultants and donors travelling to the field receive adequate security and context training and information before their departure
o Coordinate security arrangements with the local SFP or Head of Security
o Ensure international visitors coming to Australia receive appropriate security briefing and information according to specific conditions if necessary
o Ensure all visitors going to the field fill in the various forms (proof of life, etc…) as per the procedure
Organisational leadership and management
• Actively contribute to the strategic direction of ActionAid Australia and engage in strategic conversations with the Board
• Actively participate in the Leadership Team
• Take a leadership role in developing, implementing and reviewing AAA’s Strategic Plan, Annual Work Plan and Budget, monitor progress against these, recognise good performance and address performance issues.
• Actively engage with other functions across the organization
• Review and contribute to reports for submission to the Board
• Support the devolution of decision-making to the most appropriate level of the organisation in order to drive effectiveness, efficiency and empower staff
• Openly seek advice and support from the co-leaders of the organisation
• Take responsibility for the development of manuals and policies as per the Accountability and Decision-Making Framework
• Actively contribute to the strategic direction of ActionAid Australia and engage in strategic conversations with the Board
• Actively participate in the Leadership Team
• Take a leadership role in developing, implementing and reviewing AAA’s Strategic Plan, Annual Work Plan and Budget, monitor progress against these, recognise good performance and address performance issues.
• Actively engage with other functions across the organization
• Review and contribute to reports for submission to the Board
• Support the devolution of decision-making to the most appropriate level of the organisation in order to drive effectiveness, efficiency and empower staff
• Openly seek advice and support from the co-leaders of the organisation
• Take responsibility for the development of manuals and policies as per the Accountability and Decision-Making Framework
How to apply:
For a full position description, selection criteria form and for infomation on how to apply, please visit out our website http://www.actionaid.org/australia/act/jobs
Please Note: We are only able to accept applications from Australian permanent residents or from those who have an appropriate Australian work visa.
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