Finance and HR Manager

Our vision and mission 

The Zoological Society of London (ZSL) is an international conservation charity, driven by science, working to restore wildlife in the UK and around the world. Our vision is a world where wildlife thrives and every role, every person in every corner of ZSL has one thing in common – we are all conservationists, and passionate about restoring wildlife.

Contract: Fixed term 4 months

Key responsibilities

Finance Country office financial management systems and processes

- Oversight of the country office financial management processes and policies, ensuring best practice is adhered to in line with the ZSL UK finance, government requirements, and regulations and donor policies.

- Maintain  strong  internal financial  controls  and identify efficiencies to processes where possible.

- Oversight and approval of payroll ensuring that staff and payroll statutory payments are made accurately and on time.

- Oversight of finance data entry and data management, ensuring that the Kenya monthly QuickBooks accounts are closed and reported to the UK within the monthly reporting deadlines and that balance sheet accounts are reconciled each month.

- Oversee strong reporting processes to donors, country management and London HQ

- Manage cash flow process and ensure that cash transfers from the UK are submitted in time with the UK payment process deadlines

- Manage and approve all advances to staff and partners, ensuring timely reconciliations and follow-ups.

Lead, develop and support team.

- Oversee and support the both the HQ finance  team and the non-finance teams

- Lead the Darwin Audit and work with the teams to ensure everything is prepared

- Support the Country Manager and team with administrative support such as bookings, travel and purchases.

Planning, Organising and strategic development.

- Ensure annual organisational unrestricted budget for the Kenya office remains on budget and remedial action taken when required.

-    Oversee and support creation and review of grant budgets and proposals.

Analysis, Reporting and Business Partner Support 

- Support Programme and Project Managers in the financial management of projects through the provision of actuals versus budget reporting, cost and recovery variances and forecasts. 

- Support with the production of regular financial and technical reports to meet donor and HQ requirements.

- Ensure accurate posting of expenditure in line with donor budgets.

- Lead and support donor audits. Ensure that donor reports and financial statements  are accurate and prepared in a timely manner.

- Manage and support Partners, including reconciling advances and reviewing expenditure reports.

- Work closely with the HQ finance team to ensure accurate reporting and strong financial management and control processes are in place.

Human Resources

- Assist in the recruitment process, including job postings, screening resumes, conducting interviews, and making job offers.

- Coordinate new employee onboarding activities, such as orientation sessions and training programmes.

- Assist with employee relations matters, including conflict resolution, disciplinary actions, and performance improvement plans.

- Administer employee benefits programs, including enrollment, changes, and inquiries.

- Maintain accurate and up-to-date employee records in the HR database.

- Assist with the  implementation of HR policies and procedures.

- Provide support for HR projects and initiatives as needed.

- Stay updated on HR trends and best practices to ensure compliance with laws and regulations.

Values and behaviours for people management [delete if not a line manager]

This should list 4-6 bullet points which outline the most important expectations of this role from the value and behaviours for leaders.

For example: 

• Collaborative: creates an engaging environment where people feel comfortable asking for help or support

• Ethical: creates a culture which ensures everyone is treated fairly with dignity and respect

• Impactful: delivers results on time and to the agreed standards

• Inclusive: makes decisions that promote transparency and inclusion

• Innovative: is forward thinking and able to see the broader picture when planning and organising work

• Inspiring: has self-awareness and seeks feedback to better understand own style, approach and impact on team/staff motivation

Person Specification

Experience

Finance

• Experience in QuickBooks accounting software

• Development, review, and implementation of project financial processes and policies.

• Oversight, management, and development of country office financial processes and policies.

• Analysing, communicating, and reporting financial data.

• Ensure strong internal controls environment is in place.

• 5+ years in NGO sector

• Human resource

• Familiarity with employment laws and regulations.

• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.

• Strong attention to detail and accuracy in HR record-keeping.

• Excellent communication and interpersonal skills, both written and verbal.

Human resource Knowledge of HR processes and practices, including recruitment, onboarding, benefits administration, and employee relations. 

 Knowledge and skills

• Advanced skills in using MS office packages, specifically MS Excel

• Familiarity with managing competing priorities and delegate effectively.

• Degree, professional qualification, or equivalent in accounting and/or finance

• Strong interpersonal skills

• QuickBooks accounting software

Additional requirements

• This post is a blended role for office and home working; some travel to field sites will be required. 

• This post requires occasional work during evenings and/or weekends

• Strong commitment to creating a culture that lives ZSL values and commitment to safeguarding, equality and diversity (collaborative, inspiring, inclusive, innovative, impactful and ethical)

• To comply with and promote Health and Safety policies and procedures