The Finance and Administration Assistant will support members of the organisation on matters related to financial operations and general administrative duties. 

The role will act as a support function under the direction of the Head of Finance and Administration.

The Finance and Administration Assistant will play an important role in supporting the organisation to remain high performing and deliver on its broader goals.  The successful candidate will be able to work independently and as part of a team, and be able to handle multiple tasks at once.  

FINANCE

General 

• Assist with the organisation’s financial operations, ensuring that accurate information is provided to support and inform financial decision making processes.
• Assist with the production of all necessary information for reports, including monthly management accounts, cashflow and budget reports as required.
• Assist with day to day finance queries and undertake any other duties that may be reasonably required.

Purchase Ledger

• Checking the finance email inbox daily and dealing with information accordingly
• Perform all the necessary roles in the accounts payable process – using the online purchase ordering and accounts payable tools
• Processing all supplier invoices through the system, ensuring accurate posting and that amounts payable for goods and services are in accordance with purchasing policy 
• Creating weekly authorisation run for export of purchase invoices into Sage 50
• Preparing weekly supplier payment run using the Aged creditors report
• Completing supplier statement reconciliation, and resolving any discrepancies
• Processing payment of all staff expenses on Lightyear
• Processing credit card transactions and posting correctly
• Create weekly online bank payments for suppliers, accurately and on time
• Issue payment remittance advice using the Sage 50

Sales Ledger

• Generating customer invoicing as and when required by Managers and ensuring they are posted with correct nominal and tax code.
• Follow up on outstanding debtors

Nominal Ledger

• Assist in month end preparations and year end preparation as required
• Assist with maintenance of the general ledger records including the posting of journals

• Prepare weekly bank reconciliations for the current account 
• Prepare monthly reconciliation of the credit card and equals payment card 
  
  

ADMINISTRATION

• Support the LHLH Grants Officer in verification of the small grants claims using the submittable system
• Update the Funders Database with financial information for managers
• Prepare information for occasional claims for funding bodies as required 
• Assist with general administrative duties in relation to office administration and IT for the organisation.
• Undertake any other duties that may be reasonably required.

Essential Qualifications

GCSE (Grades A-C) or equivalent, in Mathematics and English

Desirable Qualifications

Accounting Technician qualification or equivalent

Essential Experience 

One years’ experience using an accounting package

One years’ experience of assisting in preparation of financial information

One years’ experience processing income and expenditure

One years’ experience processing journals and accruals

One years’ experience of general administrative support

Essential Skills

One years’ experience using Microsoft Excel and Sage

Can perform duties unassisted, accurately, under pressure and to strict deadlines

Ability to follow set procedures

Essential Personal Qualities

Ability to be agile, and support others

Authority

• Commission work only in line with company procedures, and obtain best value at all times
• Refer any media interest or potential news stories to their line manager
• Operate within the organisation’s policies and procedures at all times
• Only commission marketing channels (especially print) in line with those agreed by the Chief Executive 

General Information

The person appointed will work from our office in Belfast a minimum of 1 day per week, and may work from home the rest of the week. There will also be occasional team meetings to attend in Belfast. 

IT support and hardware is provided for all staff to enable them to be efficient and effective in their work.

Keep Northern Ireland Beautiful operates flexible office hours between 8am and 6pm, with core hours between 10am and 4pm. Your normal days of work will be Monday to Friday but this is an important role in a small organisation and, given the nature of the work, on occasion you may be required to operate outside of your normal working hours.

Given the organisation’s work with children, finalisation of the contract of employment is dependent upon the outcome of Access NI checks.

ENVIRONMENTAL STEWARDSHIP 

Keep Northern Ireland Beautiful is a community focussed organisation with a commitment to reducing its impact on the planet. A key approach in achieving this is through Carbon Literacy training for all employees.  This programme, delivered in partnership with the Carbon Literacy Project, raises awareness about the climate change challenge that we all face as well as the commitments we can make to behaviour change that will help reduce emissions.

New employees will be expected to attend Carbon Literacy training as part of their induction process and contribute to an ongoing dialogue within the organisation about how we can reduce our carbon impact and improve levels of sustainability.