International Medical Corps (UK) is an international humanitarian non-governmental organisation (NGO) with its headquarters in London. IMC UK was incorporated as a company limited by guarantee in England and Wales on July 2, 2002, and registered as a charitable organisation with the Charity Commission on September 19, 2002. Activities commenced on November 1, 2002. IMC UK’s mission is to provide humanitarian assistance, healthcare and training to communities affected by disasters, conflict, and poverty, so they can return to self-reliance. The Charity is an independent affiliate of International Medical Corps, a US-registered non-profit organisation that shares the same mission, and International Medical Corps Croatia, an association registered in Croatia
JOB SUMMARY: To deputise for IMC UK Director of Finance and work closely with budget holders and counterparts in Split and LA to provide 'real time' support and analysis, that will assist budget holders and IMC UK in decision-making.
Manage the day to day financial activities of International Medical Corps UK with specific focus on financial management, budgeting and corporate financial planning, and ensuring that the finance team is achieving expected deliverables timely and accurately.
Main Tasks And Responsibilities
Financial Planning
- Active participation in drafting IMC UK annual budget for board of Trustees approval.
- Monthly Updates of Rolling Forecast of IMC UK corporate costs. As the responsible finance officer train and regularly collaborate with Budget Managers to ensure that corporate forecasts are accurate, relevant and reliable by ensuring that; b), to confirm that:
2.1. Staff cost projections – work in collaboration with HR team to ensure that IMC UK staff projections include hire plans, transfer plans, allocation plans, field deployment, terminations, promotions etc.
2.2 HQ Non Labour Cost Projections – monthly review and cost projections should be updated to reflect IMC UK’s latest plans; For example, Travel budgets should be updated if no travel has taken place during the month and not likely to happen in next 2 months. Professional fees - are there valid consultancy agreements in place or is it still in the pipeline and the lag should be built into.
2.3. Provide SFD with latest IMC UK corporate expenditure position with the following details:
- Movement on IMC UK costs vs IMC costs
- Breakdown of fixed costs vs variable costs under IMC UK pipeline
- New positions projected and salary costs allocations;
- Service fee analysis by departments and seek explanations on movements from HQ teams of IMC UK affiliates;
- Work with SFD to ensure IMC UK SMT approval on service fees is obtained;
Financial Control
- Bookkeeping. Ensure that accounts payable, accounts receivable, bank & general ledger modules are maintained timely & accurately. Ensure that the following are available on file:
3.1. Monthly reconciliation of payroll data,
3.2. Reconciliation of other control accounts including payroll, accruals, prepayment;
- Internal Control & Regulations. Ensure that all relevant procedures are maintained in relation to a) Procurement process, b) Financial procedures & approvals, c) Sanctions checks d) HMRC Tax - Payroll, Dispensation & VAT tax issues and e) Pensions are adhered to.
4.1. Finance manager shall prepare, plan and deliver training to all relevant staff members on IMC UK's financial, approval and allocation processes.
4.2. Maintain an exceptions register with incidences where the proper procedures have not been observed.
- Banking & Cash Projections. To monitor and update the Finance Director on
5.1 IMC UK banking and sanctions compliance requirements are updated and adhered to;
5.2 IMC UK Cash requirements projections are updated on a monthly basis on the last day of the month;
5.3 intercompany settlements are reviewed and undertaken on a timely manner
5.4 Summary of bank charges by IMC UK bankers are monitored on a regular basis;
6.1. Work with finance team to ensure that funds in other currencies are transferred into IMC UK functional currency – USD on an urgent basis.
6.2 liaise with IMC UK bankers to offer effective solutions for transfers to sanctioned countries;
7.1 Staff Cost projections. Proactively work with HR, to provide input on cost implications for new hires; and update IMC UK’s financial projections systems with cost projections on all changes including salary changes, increment implementation, benefits and deductions, vacation leaves pay, off-boarding of employees, and pension management.
7.2. Posting monthly payroll costs to the ledgers.
7.3. Regular monthly payroll reconciliation with differences shared with SFD.
8.1 Effectively manage IMC UK Pensions Plan contributions in collaboration with HR.
8.2 Ensure appropriate and timely pensions contributions are made to pension provider.
- Public Donations – with collaboration with the Fundraising team, ensure accurate classifications and coding of restricted & unrestricted funds received; For new appeals request for finance codes from IMC Finance team.
Financial Reporting
- Monthly SMT report. Produce by set date with analysis on income projections, expenditure projections, corporate cost breakdown, donor payments receivables, donor disallowed costs, intercompany balances and variance analysis and clarifications from relevant teams. The following reports are reviewed to prepare the monthly reports:
- Summary pipeline report
- Shortfall Reports
- DR GR Reports
- Summary of cash inflow in IMC UK bank accounts fortnightly;
- Intercompany balance
- Services fees
- Quarterly Management Accounts. Produce within set timeline for board distribution following FD review. The Quarterly Management Account should be accompanied with the following details:
11.1. Valid variance analysis with input from operations and International Finance team
11.2. Detailed breakdown of unrestricted funds received and sources and updated unrestricted income projection;
11.3. Summary of key events affecting the figures reported;
12.1 Regular update of IMC UK Asset list and annual update to IMC UK asset list with obsolete items;
12.2 VfM is achieved through competitive bidding process
Statutory Audit
- Provide active support and planning in annual statutory audit undertaken on the company accounts, including:
13.1 assist with drafting of the financial statements for audit;
13.2 analysing and reconciling the underlying reports for the audit preparations;
13.3 Create audit file with back-up transaction details;
- 13.4 Liaise with other corporate offices to provide inputs;
Perform other duties and responsibilities as assigned by manager. Please note that the duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive. This job description is subject to review to ensure that it reflects the strategic direction requirements of International Medical Corps UK.
Ethical Conduct at International Medical Corps UK
As part of a global, humanitarian team dedicated to saving lives, easing suffering, and building self-reliance, International Medical Corps UK personnel share a commitment to an ethical way of doing business. All personnel are responsible for adhering to our Code of Conduct and Ethics and for knowing and abiding by International Medical Corps UK policies and standards. All personnel play a vital role in preventing violations of our Code of Conduct and Ethics, including Staff Integrity Policy and procedures (conflicts of interest), fraud, corruption, and any kind of exploitation or abuse. International Medical Corps UK is also committed to providing a safe and healthy work environment free of harassment, bullying, and sexual misconduct, whereby our personnel can establish and maintain professional service and business relationships.
International Medical Corps UK prioritises safeguarding of the populations with whom we work from sexual exploitation and abuse; exploitation, neglect, or abuse of children and adults at risk; and/or any form of trafficking in persons. International Medical Corps UK is committed to engaging members of crisis-affected communities to participate in meaningful ways in a crisis response, make informed decisions about the assistance they receive, mitigate potential risks, and to hold us to account for the commitments we make. All personnel are expected to support International Medical Corps’ UK culture of accountability toward all our stakeholders, particularly the crisis-affected communities and individuals we serve.
As part of the International Medical Corps’ UK commitment to a speak-up culture and as one of the primary ways we collectively hold ourselves accountable for complying with the ethical principles and standards of conduct outlined in the Code of Conduct and Ethics, all personnel are required to report suspected or actual misconduct or violations of organisational policies. Our Code of Conduct and Ethics and Whistleblower Policy prohibit any form of retaliation, discrimination, or consequences against whistleblowers or any individuals who report a concern in good faith. Personnel who violate these protections will be subject to disciplinary procedures as appropriate, including termination.
Background checks will be required for successful candidates. International Medical Corps UK participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.
International Medical Corps UK is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, disability or any other protected characteristics as required by the UK laws.
Minimum Qualifications
- A recognized Accountancy qualification and/or related degree including a detailed technical knowledge of UK Financial legislation.
- Experience managing all aspects of financial statements from month end close to preparing financial statements / annual accounts and presentations for boards in a corporate headquarters environment
- Experience of working in the non-governmental sector at HQ level a plus Proven ability to lead, manage, motivate and develop a team;
- Experience of working in a similar multi- HQ set-up an advantage.
- Ability to actively influence day to day decisions, shaping strategy and the direction of the business
- Ability to demonstrate initiative, be proactive and offer a solution-oriented approach
- Self-motivated, positive attitude, flexible and adaptable to the needs of team and organisations
- Proven track record of change management and influencing the organization
- Ability and willingness to undertake routine administrative tasks
- Ability to develop effective working relationships at all levels internally and externally
- Excellent attention to detail and ability to meet deadlines using multiple accounting software platforms
- Strong analytical skills and a commercial outlook
- Ability to prioritise work, meet deadlines and work calmly under pressure
- Accounting for payroll and pensions experience
- Ability to travel on business trip if required
