Finance and Administration Officer

Finance and Administration Officer

Options for part time (up to 3 days/week) or full time

Trias Consult is looking for an efficient, flexible and proactive individual to be part of our, dynamic and remote based core team. The Finance and Administration Officer role is one which could suit candidates with a wide range of experience. The ideal candidate will have experience of working with organisations in a similar field, and a track record of working on projects undertaken in complex political environments.

Overview

Trias was incorporated in the UK in 2016, bringing together a set of colleagues with deep institutional and geographic experience in peace, security and development. Our specialist knowledge covers conflict and political economy analysis, conflict sensitivity, peace process design, post conflict development programming, institutional reform, and recovery from natural and humanitarian crises. Trias Consult focuses its work in fragile contexts. Since 2016 we have delivered assignments in the Horn of Africa, West Africa, the Levant and Southeast Asia. Our clients include the UK government, United Nations, World Bank, and the private sector.

Role and Responsibilities

The Finance and Administration Officer will take the lead in ensuring all the systems supporting project administration, finance, and project contracts are fit for purpose, efficient and up to date. The Administration and Finance Officer will be responsible for specific tasks associated with each of these areas.

Finance

Responsibility for ensuring that all invoices (for fees and expenses) are maintained through the company’s systems on HubDoc and Xero, and liaise with Project Managers on the same. This will include but not be limited to:

• Ensuring consultants time-sheets are available and in line with payment schedules.
• Liaising with project managers on invoicing to clients, and ensuring these are uploaded to Xero for approval.
• Liaising with project managers on payments to consultants, and ensuring payment schedules are tracked and managed according to contract requirements.
• Advising on and supporting payments in countries where formal banking facilities are not operational
• Uploading payment schedules to Xero for approval.
• Payment of bills and consultancy fees once approved.
• Maintaining a cash flow analysis across individual projects and across the business as a whole.

Administration

Responsibility for all administrative processes associated with management of contracts with clients and consultants. These will include but not be limited to:

• Administrative functions for mobilization of consultants (travel, per diems, insurance), monitoring of time-sheets approved by the project manager, and processing of invoices.
• Arranging special insurance as and when required.
• Identifying areas where systems could be strengthened or adapted, proposing and implementing solutions.
• Ensuring each process is undertaken in line with the invoicing processes established.
• Ensuring the compliance of administration and finance procedures

Contracts

Trias operates three types of contract; between Trias and the client, between Trias and a sub-contractor, and between Trias and the individual consultant. The Finance and Administration Officer will take responsibility for the following tasks in relation to these:

• Working with the Trias Project Manager identified for the project, ensuring the contract reflects the tasks to be undertaken, and bringing the contract between Trias Consult and the Client to point of signature.
• Working with the Trias Project Manager identified for the project, taking responsibility for bringing the sub-contract between Trias Consult and the sub-contractor to point of signature.
• Working with the Trias Project Manager identified for the project, taking responsibility for bringing the contract between Trias Consult and the individual consultant(s) to point of signature. Including due diligence in respect of professional references and safeguarding.
• Monitoring contract obligations throughout their duration.

Other Duties

The Finance and Administration Officer may be asked to take on other duties and responsibilities in support of project delivery. As in any small organization, the position offers the opportunity to engage across different aspects of work and a flexible, “can do” attitude is appreciated.

3. Knowledge, Skills and Experience

The Finance and Administration Officer will be an efficient, flexible and proactive individual motivated to be part of a small, dynamic and remote based team. The ideal candidate will have a strong combination of financial and administrative skills and experience, preferably within the sectors in which Trias operates. The individual will also be interested to contribute to the growth, vision and sustainability of a small business in the international development sector. The specific knowledge, skills and experience required and desired includes:

Essential:

Knowledge and qualifications

• Education to degree level
• High level of numeracy
• Interest in international development issues

Experience

• Minimum 3 years experience either directly related to consultancy in international development or a related field
• Experience of contracting and onboarding
• Experience of budget monitoring
• Administration and logistics experience, including travel and insurance
• Client engagement and communication experience

Skills and abilities

• Strong organisational skills and self-motivation
• A proactive approach to problem solving
• Advanced IT skills to include excel, PowerPoint, Word, databases
• Ability to use accounting software of Xero and Hubdoc
• Data management skills
• Multitasking capabilities
• Ability to work to work under pressure and to strict deadlines
• Excellent attention to detail
• Dedicated team player, a good sense of perspective and a willingness to learn and grow professionally.

4. Contract and Remuneration

The Finance and Administration and Officer will be a remote/home-based position with options to work part-time from our office in Norwich. The Officer will need to work on a UK time-zone.

The role may be offered part time (3 days per week) of full time, and could be offered on a contractual or PAYE basis.