Finance & Operations Lead

LOCATION:                 Melbourne

REPORTS TO:             Director Finance & Operations

KEY RELATIONSHIPS

• Business Services Team
• CEO and Executive Team
• Philanthropy Australia staff
• PA Members, Champions & Key Stakeholders

ABOUT PHILANTHROPY AUSTRALIA

Philanthropy Australia (PA) is the national peak body for philanthropy. We are an independent, not-for-profit organisation with more than 900 trusts, foundations, families, individual donors, professional advisers, companies, intermediaries and not-for-profit organisations as our members and partners.

We provide advocacy, networking, services, and resources to the philanthropic and not-for-profit sector, as well as information and research for the Australian community.

We are a growing movement of people and organisations who believe in the importance of giving and our members are proud to leverage their wealth and influence to create positive social change and community benefit. Our vision is for a generous and inclusive Australia. Our purpose is to inspire more and better philanthropy.

We support the wider philanthropic efforts of our membership through:

• Leading, advocating, and representing the philanthropic sector.
• Promoting the contribution of philanthropy by increasing understanding in the community, business and government.
• Inspiring and supporting new philanthropists.
• Increasing the effectiveness of philanthropy.
• Promoting strong and transparent governance standards in the philanthropic sector.
• Producing and distributing information to those seeking to understand, access, or partner with the philanthropic sector and to contribute to the growth of philanthropy and the philanthropic sector.

ROLE PURPOSE

This role is responsible for the finance and operational functions for Philanthropy Australia.

The Finance and Operations Lead works closely with the other areas of the business services unit to help deliver strong financial stewardship and operational excellence.  This role ensures compliance and accountability while enabling and supporting teams with effective systems, technology, and processes.

KEY RESPONSIBILITIES

Finance & Accounting

• Perform daily receipting and regular bank reconciliations (including all bank accounts and corporate credit cards) to ensure the accuracy of cash records. Investigate and resolve any discrepancies promptly.
• Process end-to-end accounts payable and receivable in a timely and accurate manner.
• Reconcile membership revenue between Xero and Salesforce monthly
• Review and maintain the general ledger chart of accounts, ensuring it remains fit-for-purpose for financial tracking and reporting.
• Implement and uphold best-practice accounting systems, processes, and internal controls to safeguard Philanthropy Australia’s finances.
• Provide payroll support including the preparation of the organisation’s fortnightly payroll for the external payroll contractor. Maintain confidentiality and accuracy in all payroll records.

Reporting & Budgeting

• Work with the Director of Finance & Operations with month-end journals and reconciliations to ensure timely month-end close and reporting.
• Assist in the preparation of monthly/quarterly financial reports, including profit and loss statements and balance sheets for the Executive and Finance, Audit & Risk Management Committee.
• Support the Director of Finance & Operations to develop and finalise the annual organisational budget and any mid-year forecasts.
• Assist with monthly reporting and tracking of Business unit and Project budgets

Operations

• Oversee the day-to-day operational requirements of the organisation, including but not limited to business operations and IT systems
• Maintain relationships with external providers and suppliers (IT, Rental Lease Providers, Corporate suppliers)
• Provide IT support to the organisation as required. Liaise with IT providers in relation to hardware repairs or upgrades, software maintenance and updates as well as resolving issues in a timely and efficient manner.
• Ensure continuous improvement of operations including finance processes, technology systems, ICT management, and office management related matters.
• Supported by the Director of Finance & Operations, oversee the management of the office premises, including licensing agreements, OH&S procedures and procurement.
• Contribute to organisational projects as needed providing finance and operational type information and guidance as required
• Collaborate with People and Culture in relation to payroll and HR-related processes

Admin Support

• Support the development of financial grant submissions and acquittals when required.
• Support the management of electronic financial records of the organisation to ensure we meet legislative requirements using organisational software (Finance, HR, CRM and Contract & Risk software systems).
• Support the development and maintenance of finance and governance related policies and procedures, ensuring compliance with regulatory and organisational requirements.
• Provide ad hoc administrative and finance support as required to Business Services, including assisting with document preparation, data entry, filing, and responding to internal and external queries.

Professional Practice

• Maintain effective links and relationships with other relevant stakeholder organizations in the philanthropic sector.
• Participate in PA’s corporate life including attendance and assistance with stakeholder events both interstate and after-hours as required.
• Abide by Philanthropy Australia’s Code of Conduct living the Values of the organisation.

SKILLS & EXPERIENCE

Qualifications

• Tertiary qualifications in Business, Accounting, or relevant field.
• Qualified or working towards CA/CPA/IPA, or other relevant professional accounting certification.

Experience

• General Accounting/Finance experience with demonstrated experience in processing core accounting functions in an organisation of similar nature and/or scale.
• Proficient in using accounting software Xero and advanced excel skills.
• Understanding of current relevant legislation relating to finance and accounting
• Strong IT experience, using digital platforms to report and use data and information strategically
• Working at least 3-5 years in a finance and operations function in a small to medium sized business

Skills

• Proficient in Microsoft Office 365 including Word, Excel, Teams, PowerPoint, and Outlook
• Exposure to Salesforce or other CRM system
• Excellent attention to detail, ensuring all work is accurate.
• High level of integrity, ethics and discretion, especially when handling sensitive financial data and payroll information.
• Ability to learn and operationalise emerging technologies, collaborating when required with external suppliers for specialist support and assistance
• Ability to self-manage and multi-task, plan work, adhere to deadlines and problem solve
• Well-developed written and oral communication, negotiation, and presentation skills, including ability to inspire others, positive interaction and effective problem solving
• Strong organizational skills with an ability to manage multiple tasks simultaneously.
• Proven ability to prioritize and juggle competing demands.
• Strong stakeholder service focus – ability to work co-operatively and cohesively with other staff members and external stakeholders
• High commitment to customer service and the improvement of service delivery

TO APPLY

Please contact Andrew Schuette on [email protected]