Download Job description (Word) - International Institute for Environment and

FINANCE ASSISTANT, JANUARY 2016
Linking local priorities and global challenges
Finance Assistant
Job details
Group
Reports to
Purpose of job
Main contacts
Finance
Finance Manager
To support both the operational and project teams within the
finance function in carrying out data uploads, reconciliations and
checks. To perform general ad hoc finance tasks as required.
Internal: Finance Team, Group Coordinators
Contract type
Hours
Location
Grade and salary
Permanent
Full time
Central London
Grade 6, £24,412 - £29,541 per annum
Context
The International Institute for Environment and Development (IIED) is a policy research organisation
that provides expertise and leadership in researching and achieving sustainable development at local,
national, regional and global levels. In alliance with others, we are helping to tackle the biggest issues
of our times – from climate change and cities to the pressures on natural resources and the forces
shaping global markets. With 116 members of staff working with associates and partners around the
world, IIED has been at the forefront of policy-making in sustainable development for over 40 years.
The Finance Department is overseen by the Head of Finance and supported by a Finance Manager.
The department has three main teams;
 Finance Operations: responsible for the day-to-day processing of purchase and revenue
invoices, credit control, salaries and pensions, bank transactions, corporate Barclaycard, staff
expenses and petty cash relating to IIED’s projects and operational functions.

Group Accounting: supports the four research groups with the management of project finances,
provision of group reporting and advice.

Financial analysis and development: providing financial oversight of the organisation, groups
and projects. Initiates the development of the financial systems and sees them through to
implementation.
The Finance Assistant role works across the Finance Operations and Group Accounting Teams and as
such reports into the Finance Manager, as shown in the organigram below;
www.iied.org
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FINANCE ASSISTANT, JANUARY 2016
COO (Interim)
FINANCE DEPT
Head of Finance
Finance Manager
(Interim)
Group Accounting Team
Group
Accountant
Group
Accountant
Group
Accountant
Finance Operations Team
Group
Accountant
Senior Finance Officer
Finance Officer
Financial Accountant
Financial Analysis and Development
Systems & Business
Analyst (Projects PT)
Project System
Accountant (backfill)
System & Reporting
Analyst (temp PT)
Finance Assistant
Main responsibilities
The role is designed to be general in nature, to give flexibility for addressing the issue of the day and
tensions within the system. The post-holder will undertake a number of administrative tasks within the
finance group and specifically support the Finance Operations and Group Accounting Teams.
1. Reporting and documentation
 Carry out routine office tasks to support the Finance Operations Team and the Project
Accounting Team e.g. scanning, photocopying and filing papers and electronic documents
according to clear instructions.
 Reproduce or prepare clearly defined documents / presentations, typically following standard
formats or templates.
 Carry out routine record keeping, filing, data entry, uploading purchase/sales invoices &
expenses, logging and maintaining simple databases to ensure accurate records on a daily
basis
 Run straightforward, automated or routine reports to support basic information procedures.
 Journal processing
 Manage petty cash
 Review and load project budgets into finance system.
 Prepare timesheets and perform analysis on a monthly basis
 Ensure the accuracy of data in the accounting systems by reviewing frequently and cleansing
the information held in the accounting systems and the database
 Development and distribution of data integrity reports
2. Organising
 Develop and set up administrative systems and processes following guidance.
 Provide logistical support for the organisation of internal and external events, make routine
arrangements and bookings and be involved in the preparation of straightforward materials.
 Order and maintain stationery and equipment liaising with the Facility Manager.
 Prioritise work activities responding to line manager and colleagues’ requirements.
 Arrange allocated tasks within daily routine to ensure work is completed to time and/or
appropriate standards
 Manage personal administrative tasks related to own work.
 Undertake routine tasks in support of specific developments i.e. travel database, Q&A alerts
etc.
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FINANCE ASSISTANT, JANUARY 2016
3. Customer service and client support
 Provide a timely and effective service to others in the provision of standard information.
 Receive and respond to everyday internal and external enquiries, referring requests outside
own knowledge base as appropriate.
 Maintain and update standard information on the IIED Portal.
 Support teams to ensure ledgers are up to date and ready for month end closure.
 Aid in ensuring all transactions are properly recorded and entered into the accounting system.
 Assist with the preparation of project and annual audits.
 Support fellow finance team members, providing cover where required.
4.




Contributions to institutional life
Participate in group and cross-organisational activities and processes as required.
Participate in organisation-wide projects, initiatives or working groups.
Participate in institute meetings such as critical themes, discussion groups, lunchtime meetings,
staff meetings, colleagues’ presentations, etc.
Attend the IIED-wide coordinators and core group (COG) as required.
Person specification
Skills and experience
Qualifications
Essential
A levels
Knowledge
Basic awareness of the activities of IIED.
Experience
Demonstrable experience working in accounts/
finance department experience
Skills
Fluency in English and good verbal and written
communication skills.
Desirable
Part qualified in ACA, ACCA or
SIMA
Numeracy
Good working knowledge of Microsoft Office
especially Excel
Accuracy and attention to detail.
Quick learner, adaptable and flexible
Ability to liaise with a wide range of people
Ability to organise and manage time with
relatively frequent oversight, to meet tight
deadlines and balance multiple demands
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FINANCE ASSISTANT, JANUARY 2016
Behavioural competencies
Competency
Communicating with
impact
Delivering excellence
Developing others
Empathy
Flexible thinking
Information seeking
Initiative
Integrity and
commitment
Leading others
Understanding contexts
Working collaboratively
Description
The ability to influence, negotiate, build awareness
and create credibility with others through the use
of clear and effective communication
A concern for delivering high quality work and
improving performance. Consistently looks for
ways to add value to colleagues, partners and
stakeholders
Invests time and energy in fostering the long-term
learning and development of others. This can
involve the provision of practical
advice, support, feedback or training to support
development
An ability and desire to understand individuals,
how they feel, their thinking and what drives their
behaviour
The ability to understand and appreciate issues
from a wide range of perspectives and adapt one’s
thinking and approach based on this
understanding
A curiosity to find out more about people, concepts
and issues. Asks questions to clarify
understanding, conducts research or scans the
environment for information that may be of future
use
Thinks ahead and takes decisive action to make
the most of opportunities and avoid future issues
Demonstrates a commitment to the values of IIED
and acts in the best interest of the organisation
and its partners / stakeholders
Leads own team and the wider organisation,
through providing clarity, energy, decisiveness and
long-term direction
An ability to understand the organisational,
political and cultural context within IIED and
across other organisations / political bodies
A desire to work cooperatively with others to
maximise the
effectiveness of IIED, build knowledge and
understanding and minimise duplication of effort
Level required
3
3
3
3
Identify the four to five most critical competencies related to this job and indicate their appropriate level.
Suggested levels for each grade are given in the Job Families Booklet (see p. 60 in this example). Grey
out the other competencies. For more information, see IIED Competency Framework.
Expected levels of behavioural competencies enable the job holder to understand how they can be
more effective in their role, how they can better support their colleagues, partners and stakeholders and
how they can progress within IIED.
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