Finance and Administration Manager

Description

Job Description

Position Details

Position Title

Finance and Administration Manager

Department

Administration

Report to (Title):
Principal; Regional Finance Director

Direct Reports:

Indirect Reports:

Aspen Heights British School (AHBS) is a truly inclusive school based on the
outskirts of Abu Dhabi. We are proud of our inclusive ethos and our commitment
to ensuring all children are provided with personalised learning experiences
and the proper support to ensure they can make progress in learning in all
areas.

Core Purpose:

The Finance & Administration Manager's role enhances and improves the
financial operations and governance of the school environment. This position
is responsible for the accounting, financial reporting and financial
operations of the school, including the production of monthly financial
reports, maintenance of an adequate system of accounting records, a
comprehensive set of controls to mitigate risk, enhance the accuracy of the
schools reported financial results, and ensure that reported results comply
with international financial reporting standards.

Main Responsibilities:

Core Finance
* Oversee the operations of the Accounting Department, including the design of an organisational structure adequate for achieving the department's goals and objectives
* Update and enhance the financial policies and procedures of the school and maintain a documented system of policies and procedures
* Design internal control systems for all departments to ensure the safeguarding of school assets and monitor and enforce internal controls
* Ensure the efficient operation and integration of the accounting system throughout the school
* Ensure the timely reporting of all monthly and annual financial information
* Ensure general ledger and financial statements are complete and accurate
* Perform general ledger reconciliations including deferred income and other account analysis
* Each month end, update a 'month end' folder with detailed balance sheet reconciliations for all balance sheet items
* Daily cash reporting and monthly bank reconciliations
* Manage the production of the annual budget and forecasts
* Liaise with banks, audit, legal and tax providers as necessary
* Comply with government reporting requirements and tax filings
* KPI and performance monitoring
* Maintain the fixed asset register by supervising the recording of all items in the inventory, maintaining pertinent records and ensuring adequate treatment of fixed asset acquisitions and disposals
* Manage payables, receivables and invoicing functions of the school efficiency
* Monitor debt levels and compliance with debt covenants
* Prepare monthly budget variance reports and work with the Headmaster on corrective actions
* Provide financial analysis for decision support including capital investments, pricing decisions, and contract negotiations
* Assist the group with gathering data and preparing reports for key personnel as requested
* Ensure the school has the adequate insurance cover at all times
* Liaise with suppliers and clients when needed to ensure the smooth running of the day to day operations
* Reviewing of operational contracts to ensure "best value" is achieved
* Provide financial analysis for decision support including capital investments, pricing decisions, and contract negotiations
* Assist the group with gathering data and preparing reports for key personnel as requested
* Prepare and submit payroll to the bank
* Supervise the Accounts Department, which includes enhancing the department development and setting the departmental objectives
* Enforcing the group authorisation limits table
* Ad hoc duties as required

School Operations & Administration
Specific areas of responsibility

ICT
* Determine with the Regional Head of ICT appropriate IT infrastructure and ensure contractors fulfill installation as per specification agreed
* With the Regional Head of ICT ensure resources, support and training are provided to enable work colleagues to make the best use of available IT
* Ensure contingency plans are in place in the case of technology failure
* Raise to Regional Head of ICT any issues relating to ICT from the school perspective
Health & Safety (H&S)
* Work closely with H&S coordinator to ensure that school is H&S compliant from an ISP Group perspective and from a local regulatory perspective
* Ensure that all incidents are recorded in "‎360" system
* Review and allocate Budget accordingly to ensure H&S compliance
HR
* Work with school HR to ensure Group and local regulatory compliance of employees
* Manage with the support of HR the PRO for the school and ensure government compliance is maintained including reporting and licensing
* Ensure that all details that flow from Cezanne to the payroll system are accurate and correct
Facilities
* Work with school Facilities Manager to ensure budget is appropriately allocated to ensure the up keep and maintenance of the building
* Monitor the financial progression of CAPEX projects with Regional Head of Facilities and ensure budget targets are met
* Work with facilities manager to maximise income from external sources such as letting of facilities
Procurement
* Overseeing procurement of goods and services using best practice model and ensuring best value
* Establishing of robust systems of control for purchase of goods and services
* Ensure that an inventory of assets is prepared and maintained
Administration
* Ensure that the school is fully compliant
* Establish effective whole school administrative functions which deliver outcomes within the school's vision
* Establish and use effective methods to review and improve administrative systems
* Ensure all appropriate records are maintained
General Areas of Responsibility
* Prepare business cases for areas such as accommodation, transport, ICT infrastructure, service contracts such as catering and landscaping etc with respective functional heads
* Be part of the school SLT (Senior Leadership Team), both academic & nonacademic
* Advise the SLT immediately where mismanagement of school funds is suspected, or value compromised
* Work with school Admissions team and with Regional Head of Admissions to ensure that the school is on track to achieve its targets. Monitor progress and raise any concerns as and when required
* Seek professional advice on insurance and advise the Principal on appropriate insurances for the school and implement and manage such schemes accordingly
* Undertake such other reasonable responsibilities and tasks that may, from time to time, be assigned by the Regional Managing Director & Finance Director - Middle East and the International Schools Partnership
Health and Safety
* Emphasizes the importance of safety in all areas of the curriculum, communicating to the pupils the importance of a responsible attitude towards personal safety, the safety of others and respect for Aspen Heights British School's property and equipment
* Safeguard Aspen students
* Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
* Assist in implementing all policies and rules governing student life and conduct
* Ensure that, all the necessary health and safety rules and procedures are being followed
* Maintain an awareness of all the health and safety measures to be taken when in school

Communication & Working Relationships

Internal

Staff

External

Vendors
Government entities
Parents

Knowledge & Skills

Minimum Educational Qualifications Required for the Role

Bachelor's Degree in Finance; Finance specific certification

Minimum Years of Experience Required

‎4 years' experience

Language Skills

English is mandatory
Arabic is an advantage

Special Skills and Abilities

Competencies:
* Excellent communication and people skills at all levels
* Ability to coordinate and collate data
* Health and Safety Awareness
* Energetic and enthusiastic
* A dynamic, positive approach to deliver the school's vision
* Self-motivation and ability to take initiatives
* Demonstrate an understanding of & commitment to our best practice model
* Good knowledge and information of school operations
* Skilled in the use of finance and accounting system
* Ability to establish and maintain effective working relationships with staff
* Presentation skills with the ability to present information in a concise and professional manner
* Organization skills: well organized and able to prioritize tasks and workload
* Customer service
* Critical thinking
* Ability to negotiate, persuade and motivate others
* Willing attitude to be a part of the school team
* Strong sense of professionalism
* Safeguarding and welfare of children
* A collaborative team-player with excellent interpersonal skills
* Behaviour management
* Demonstrated competency to use computer applications related to the role, including word processing and spreadsheet applications
* Record keeping and report preparation methods
* Interpersonal skills including tact, courtesy and patience
* Customer focused
* Willingness to undertake appropriate Professional Development
Attributes:
* Empathetic listener and patient
* Integrity and confidentiality
* Internationally minded
* Emotional intelligence
* Intercultural awareness, creative
* Flexible and a can-do attitude

Whilst every effort has been made to explain the main duties and
responsibilities of the post, each individual task undertaken may not be
identified.

Employees will be expected to comply with any reasonable request from a
manager to undertake work of a similar level that is not specified in this job
description.

Employees are expected to be courteous to colleagues and provide a welcoming
environment to visitors and telephone callers.

Approvals

Line Manager:

Principal:

Employee:

HR:

The International Schools Partnership

Aspen Heights British School is part of The International Schools Partnership
(ISP).

The International Schools Partnership (ISP) is a growing group of committed
colleagues in financially responsible schools around the world, all of which
aim to be the school of choice in their local area. Learning is at the heart
of everything we do for our pupils, colleagues and parents. We are committed
to getting better, all the time.

ISP was founded by an experienced team of committed educationalists and
commercial operators who have worked together over many years. Our growing
group of private schools located in the UK, the USA, Europe, Costa Rica,
Chile, Colombia, Ecuador, the United Arab Emirates, Qatar, Malaysia, Mexico
and Peru educate children and pupils from ‎2-‎18 years of age. We have now
expanded to ‎45 schools delivering multiple curricula and building on local
brands and reputations with around ‎45,000 pupils and ‎7,000 staff located
across the globe.

We believe that successful schools are the ones that put learning at the heart
of everything they do, always aiming to create rounded individuals that are
able to forge successful careers and lives in a rapidly changing world. Our
goal is to enable our schools as the leading school of choice in their local
area. We are a truly international group working in different cultures and
speaking different languages. We work across countries and cultures, too, by
working with each other and with other schools and communities. At ISP we
continue to engage with schools around the world who are interested in
becoming part of our global group of schools and look forward to welcoming
more pupils and staff to the group.

All our schools:
* Help children and pupils learn to levels that amaze them.
* Inspire children and pupils to be successful now and equip them to be successful later.
* Are truly international, working in partnerships within and across regions, cultures and languages.
* Aim to be the schools of choice for children, pupils and their families, wherever we are.

Aspen Heights British School is committed to safeguarding and promoting the
welfare of children and young people and expect all staff and volunteers to
share this commitment. All shortlisted candidates and post holders are subject
to appropriate International Criminal and Child Protection Background Checks
or equivalent, covering the previous ‎10 years of employment history. Aspen
Heights British School recruit teachers in several ways including direct
application to the school and through international teacher recruitment
agencies and organizations.

Human Resources Office

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Job Description

Version date: February ‎2021