Salary: Competitive market rate DOE
Hours: Full Time
Office Location: Taplow, Berkshire
Holiday: 25 Days + BH
Benefits: Workplace Pension Scheme
Apply by: 30 November 2024

Role Purpose: The Senior Accountant will be part of the Khalsa Aid Management Team and will report to the CFO and, in some cases, the Treasurer and CEO. You will provide financial leadership in all financial areas including production of monthly accounts; financial controls; general accounting; budgets; financial planning and analysis; policy management and adherence; compliance; risk; exchange rate management; key business and financial processes; cost management and auditing. You will play a crucial role in ensuring the organisation’s financial health, compliance, and efficient operations.

Key responsibilites:

Financial & Operational Managment

• Preparation and approval of all financial reporting materials and metrics; including monthly Business Performance Report, KPI’s, and Management Accounts, Project Aid reporting as well as annual financialreports.
• Oversee budgeting, and the implementation of budgets, setting goals. Present operational metrics to monitor progress on the efficient spend
  of KAI Charity Aid funds. Implement a programme of timely corrective actions where necessary thereby implementing best in class practices.
• Ensure that financial records and systems are maintained in accordance with Generally Accepted Accounting Principles and are compliant with
  Charity reporting requirements.
• Ensure compliance with organisation policies and procedures, a robust controls environment is in place and that approval processes are adhered
  to.
• Manage cash flow and exchange risk including proactive working capital management and accurate cash forecasting.
• Direct all financial, project-based, and departmental accounting including foreign operations.
• Ensure Management Information Systems are appropriate for internal, external and regulatory requirements.
• Evaluate business processes, recommend and implement improvements.

Detailed tasks to be carried out:

1. Day-to-Day Financial Operations:

1. • Monitor bills, invoicing, donations, and other transactions.
   • Oversee the work of the Finance Assistant.
   • Register invoices from suppliers and service providers for payment.
   • Handle various donation platforms (e.g., JustGiving, Enthuse, Worldpay, Donorbox).
   • Post and review month-end journals, accruals, and prepayments.
   • Process purchase orders and bills.
   • Answer supplier and donor queries.
   • Monitor email inboxes and confirm donations.

2. Banking and Reconciliation:

2. • Enter payments in the bank for authorisation.
   • Complete and check bank reconciliation for various accounts using XERO.
   • Monitor restricted fund movements.
   • Track and report fund utilisation.
   • Maintain petty cash and handle cash/cheques.

3. Cash Flow Management:

3. • Monitor cash flow and ensure liquidity for overseas operations.
   • Inform Treasurers about fund requirements.
   • Arrange cash for overseas travel.

4. Payroll Duties:

4. • Process monthly payroll, including RTI submissions and pension feeds.
   • Handle new starters, leavers, absences, and statutory leave/pay.
   • File P11D-B for benefits in kind.

5. Audit and Compliance:

5. • Coordinate annual audits with external auditors and department managers.
   • Assist in writing and finalising the Annual Trustee report.
   • Ensure compliance with regulatory requirements and internal policies.
   • Liaise with auditors and third-party contractors.
   • Assist with annual reviews from charity commissions and banks.
   • Develop and enforce financial policies and procedures.

6. Financial Planning and Analysis:

6. • Support CFO in month-end and year-end processes.
   • Assist in forecasting and budget preparation.
   • Conduct variance analysis and review balance sheet reconciliations.
   • Implement audit recommendations.
   • Stay informed about accounting software and technological advances.
   • Insurance – ensure adequate cover for insurance.

Team Management

• Provide leadership to the Accounts Assistant by providing clear goals and objectives. Lead with a management style that creates a culture that
  fosters collaboration, encourages cooperation, promotes creativity, values willingness to assume prudent risk and responsibility, reflects a
  sense of urgency and ensures results driven work environment. 
• Engage other members of the Khalsa Aid Team to facilitate cross-department collaboration that ensures that all financial and related IT solutions positively support the business’s strategic plan execution, operational delivery, and data collection needs.

Role requirements

• Able to work flexibly to meet the demands of the role to get the job done.

Skills & Experience Required

• Recognised professional accounting qualification or on route to qualification
• Educated to degree standard.
• Work experience is essential – 2-3 years in a busy organisation, preferably a UK charity;
• Conversant with the regulatory and reporting requirements for a UK Charity.
• Technically and managerial competent with impact awareness of specialist areas including accounting, controls and governance, audit, ethics and
  risk management.
• IT literate – Microsoft, finance and management accounting systems, ERP systems; Experience in XERO and Gift Aid will be an added advantage

Job title: HR & Office Administrator
Reporting to: COO/CEO
Office Location: Taplow, Berkshire
Hours: 37.5-40 hours – Full Time Site Based
Apply by: 30 November 2024

Role Purpose:  We are seeking a compassionate and proactive HR & Office Administrator with great people skills to join our dedicated team. The successful candidate will be willing to get involved in all aspects of our work and thrive in a role engaging with staff all over the globe and supporting great internal communications. They will play a crucial role in supporting & strengthening our office management as well as our human resources function, ensuring that our office and staff are well-supported, trained, engaged and aligned with our mission. Working closely with our CEO and Senior Management Team, the successful applicant will have the ability to develop and maintain administrative organisational systems and be happy getting involved in a range of different work.

Key responsibilites:

1. Office Management
   
   • Serving as the main contact for office supplies, building management and maintenance duties
   • Helping establish and maintain office procedures
   • Greeting visitors upon arrival and performing additional clerical functions as needed
   • Addressing and directing questions and requests from the public via phone or email correspondence
   • Dealing with correspondence, complaints and queries
   • Organising the CEO’s calendar and scheduling meetings with employees and contacts alike
   • Preparing letters, presentations and reports
   • Ensuring health and safety policies are up to date
   • Ensuring adherence to company policies by all team members
   • Assisting senior management team when needed

2. Employee Relations
   
   • Supporting the human resources department to update employee procedures, processes and maintain the HR systems and report functions
   • Serve as a point of contact for employee queries and concerns, providing guidance where applicable
   • Support conflict resolution and mediation efforts, fostering a positive workplace culture.
   • Maintain and manager our HR databases and ensure accurate record-keeping on our HR software
   • Provide regular reports on HR metrics and key performance indicators with senior leadership and adjacent functions such as finance.
   • Coordinate mandatory training sessions related to safeguarding, health and safety, and other relevant topics.
   • Promote a culture of continuous learning and professional growth.

Role requirements:
Able to work flexibly to meet the demands of the role to get the job done. This is an office-based role with an opportunity to flex to hybrid working following review

Skills required:

• Reliability and discretion: you will often learn of confidential matters
• Adaptability
• Excellent communication, negotiation and relationship-building skills
• Organisational & problem-solving skills
• IT skills
• Initiative and attention to detail.
• Right to work in the UK
• Ability to understand and speak the Punjabi language is a necessity
• Strong communication skills, with strong English written skills