Job Vacancy For Finance and Operations Manager

• In consultation with Chair, through specified procedures prepare the annual budget for EduSpots;
• Prepare quarterly budgets for approval by the Chair for short term expenses;
• Pay salaries on a monthly basis, including all statutory requirements such as Social Security;
• Research, identify and ensure that the financial policies and procedures meet all

• Ensure all taxes are paid correctly and in a timely manner;
• Make sure bills are paid on time and seek relevant approvals from Chair to make payments;
• Keep all accounts and prepare income and expenditure reports;
• Prepare accounts for submission to auditors and work together with the auditors to complete the annual audit report;
• Monitor income and expenditure in relation to budgets and present regular financial reports to the Chair;
• Provide analysis of costs and other statistical information as and when required;
• Monitor EduSpot's bank account. Cash handling (collections and disbursements, banking and security). Take responsibility for monthly reconciliation of the accounts;
• Prepare invoices and receipts where necessary, e.g. for donors;
• Collect receipts from any projects supported with money from EduSpots including changemaker grant winners;
• Prepare and develop a long-term financial strategy for the future development of the charity.

• Contribute to any reports to be submitted to funders, specifically on financial component;
• Research and apply for additional grants monies to support the charity;
• Prepare specific budgets for funding opportunities;
• Attend funding pitches when needed;
• Be proactive in seeking local sponsorship and funding.

• Support the Chair on all aspects of organisational management;
• Introduce, implement and update databases, including those of donors, partners, volunteers, and visitors;
• Comply with Data Protection requirements in all working practice, and maintain confidentiality, as required;
• Write formal letters, e.g. to immigration etc. for visas for overseas volunteers;
• Renew relevant certificates e.g. Social Welfare Department and ensure other formal documentation is kept up to date and all legal requirements are met;
• Ensure that the charity has the appropriate insurances in place, e.g. public liability;
• Help the team to keep records of all activities, including community tracking record;
• Have a constant oversight of (and keep records of) the functioning of all the projects in the EduSpots network, including maintenance needs of 'Spots' and opening hours;
• Oversight of construction work, resource provision and organisational transportation.
• Ensure programme structure and management aids effective and efficient scalability;
• Oversee logistics for Ghana-based events, including regional conferences.

• Liaise with the relevant authorities, such as Ghana Library Authority and Ministry of

• Build and maintain relationships with strategic partners and donors;
• Manage our existing partners, including Book Aid International and Dext Technology;
• Write and update community and other partnership agreements.

• Write and Implement new policies as the charity grows and develops and update old

• Ensure health and safety is taken into account at all locations, with a risk assessment

• Ensure the charity's written Health & Safety and Safeguarding policy statements are

• Manage HR policies, procedures and documentations.

• Alongside team members, regularly update social media pages, website and blog;
• Actively promote the work of EduSpots and look for media and networking opportunities;
• Update and implement PR & Communications, as well as Media policy;
• Work with the team to write reports and other documents on ongoing projects for funders

• Work with the team to produce frequent newsletters and the EduSpots Annual report;

• Design a monitoring and evaluation framework together with the Chair;
• Execute the impact and monitoring processes for respective programmes;
• Writing impact evaluation reports for projects to send to donors and supporters.

• Previous work experience in the Finance or Administration field
• Working collaboratively with a range of partners
• Knowledge of use of technology to enhance structures and procedures
• Previous work or volunteer experience with an NGO
• Strong IT knowledge and experience
• Accounting qualification
• Previous fundraising or grant writing experience
• Previous PR experience
• Working in a multi-cultural team

• Enthusiasm, conviction, initiative and strong personal commitment to EduSpot's mission
• Exemplary communication and interpersonal skills
• Ability to work independently, demonstrating initiative and proactivity
• A team player
• Consistency and accountability
• Able to work under pressure and to meet deadlines and capable of managing multiple responsibilities
• Good organisational abilities and able to prioritise tasks and make decisions
• Good time management and able to manage own workload
• Seeking advice and support when necessary
• A good ability to follow instructions
• Ability to show sensitivity and objectivity in dealing with confidential issues
• Ability to develop and maintain efficient record keeping systems
• Able to communicate with a wide range of audiences, including other employees within the charity, Directors, community members, volunteers, contractors and suppliers
• Receptive to new ideas, approaches and challenges

• You should send a recent CV, and a covering letter explaining your suitability for the role, using specific evidence to support the requirements and role specifications offered above.
• You might also offer further ideas for the development of the role.
• Shortlisted candidates will be interviewed by the Chair and Head of Partnerships either in person or via Skype.

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