F A D

FINANCE AND ADMINISTRATION DIRECTOR
JOB DESCRIPTION
Location:
INTRAC Offices, Oxford
Reporting to:
Executive Director
Line manages:
Finance Administrator and Office Administrator
Key working relationships:
Executive Director, Senior Management Team, Treasurer, line
managed staff, job / project managers
Salary:
£40,000 - £45,000, pro rata
(This is a full time post. Part time arrangements can be considered for the right candidate)
BACKGROUND
INTRAC is a not for profit organisation based in Oxford, UK, working worldwide and with a small
office in Kyrgyzstan. We support civil society organisations around the world, particularly in the
global South, through research, training, and consultancy. We help build organisations’ capacity so
that they can in turn empower people in their societies who experience poverty and various forms
of social exclusion to challenge and change the inequality that affects them. We focus in particular
on civil society dynamics; planning, monitoring, evaluation and learning; and trends in international
NGO and donor practices. Our work is funded through a combination of consultancy contracts,
training fees and grant funding.
WHAT ARE WE LOOKING FOR?
The Finance & Administration Director Role is a pivotal function within the organisation, working
within the SMT team to support the long term strategic development and yearly operational
planning of the organisation. You will provide senior management and the Director with regular, up
to date financial information about current income and expenditure, as well as analysis of trends
and forecasts. You will lead a small team to develop, maintain and ensure the working of
organisational systems and policies, and support project acquisition and financial quality control by
reviewing major contracts and grant agreements at the stage of budget development and before
sign off. Attending Board meetings you will ensure minuting and administrative follow up including
taking responsibility for statutory reporting and compliance with charity and company
requirements.
INTRAC, Oxbridge Court, Osney Mead, Oxford OX2 0ES, UK
Tel: +44 (0)1865 201851  Fax: +44 (0)1865 201852  Email: intracreception@intrac.org  www.intrac.org
INTRAC is a company limited by guarantee registered in England No. 2663769  Registered Charity No: 1016676
MAIN RESPONSIBILITIES
1. Actively contribute to strategic and organisational discussion and decision-making at senior
management and Board level on the basis of up to date accounts, projection and forecasting
of trends, and overview of organisational systems and policies
2. Prepare financial reports for specific major grants and projects to support project and team
leaders, as well as on specific lines of activity as required by the Director
3. Provide an accurate and timely financial service, including setting and monitoring of
organisational, departmental and project budgets, forecasts, cash flow analysis, VAT
returns, management and financial accounts
4. Provide advice and support to inform decision-making at all levels including quarterly and ad
hoc reports to budget managers to aid their financial understanding
5. Support the development of major contract and grant budgets during project design and
ahead of signature; and support budget reviews of such contracts at key reporting moments
6. Manage the annual audit including year-end procedures and accounts in conjunction with
the statutory auditors to ensure annual accounts are produced within the required
deadlines and regulatory framework
7. Investment and treasury management including payments, transfers and credit control
8. Manage the monthly payroll based on timesheets, as well as the pensions’ scheme and
other staff benefits
9. Take overall responsibility for the development and maintenance of administration and
organisational systems to high standards, including key internal databases and knowledge
management systems, policies in the areas of HR, Office Management / IT, Statutory
Reporting and Compliance
10. Line manage the Finance and Administration staff to ensure the effective running of the
team in providing its organisational support function.
PERSON SPECIFICATION
SKILLS, KNOWLEDGE, ABILITIES

Practical knowledge of using a computerised accounting package, preferably QuickBooks

Excellent MS Excel and MS Word skills, and demonstrated ability to use and maintain
organisational databases

Demonstrated experience of statutory accounting and donor reporting

Experience of providing up to date management information to managers to support
forward decision-making

Demonstrated ability to analyse and interpret results, and present complex issues succinctly
and effectively to management and board audiences

Ability to communicate and relate well to other staff members and jointly build effective
teams, helping them to fulfil planning, finance monitoring and budget responsibilities
2

Empathy with INTRAC’s organisational aims and values

Excellent oral and written English
QUALIFICATIONS/EXPERIENCE

Demonstrated senior level management experience in areas of finance and administration
including strategic development, operational planning and line management

Substantial financial management experience including contract and grant based project
and programme budgeting and accounting in an international development environment

Experience of management of organisational systems, resources, and policy including
information management and databases, HR, and overall guidance of technical
infrastructure development such as IT

Sound understanding of accounting and financial management in the context of the UK
charity sector and by preference also in the wider international not-for-profit sector

CCAB or CIMA Accountancy qualification

Understanding or experience of charity / not-for-profit governance and related processes
and reporting

Demonstrated ability to exercise confidentiality in relation to organisational data and
management
TERMS AND CONDITIONS


INTRAC’s standard terms and conditions apply (copy attached)
The working hours are 37.5 hours a week
HOW TO APPLY
Application deadline: 09 00 UK time on Monday 24 November 2014.
To apply, please download the application documents available on our website:
http://www.intrac.org/pages/en/opportunities.htmlhttp://www.intrac.org/pages/en/opportunities
.html. Please send your completed INTRAC job application form, a cover letter highlighting your
qualifications and why you believe that you are the best candidate for this role, and the equal
opportunities monitoring form to info@intrac.org.
Please note: only complete applications that arrive on time will be considered. CVs will not be
considered in place of the application form.
If you would like to discuss any details of this role prior to applying, please do not hesitate to
contact the Executive Director, Michael Hammer at mhammer@intrac.orgor telephone +44 (0)
1865 201 851.
INTRAC is an equal opportunities employer and welcomes applications from people from all backgrounds in
society. Applications from outside the UK are welcomed from those who are eligible to work in the UK.
3