The Society of St. Vincent de Paul (Ireland) JOB DESCRIPTION

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1 The Society of St. Vincent de Paul (Ireland) JOB DESCRIPTION JOB TITLE: Senior Financial Accountant - Consolidation Accountant JOB HOLDER: Vacant REPORTS TO: Finance Manager, Shared Services LOCATION: REGION: SVP House, Dublin 1 this role involves travel in ROI & NI Council of Ireland - Shared Services DEPARTMENT: Shared Services Finance DATE OF JOB DESCRIPTION: February PURPOSE OF THE JOB To provide an efficient and effective Financial Accounting function to the National Consolidation in accordance with the current requirements of the Statement of Recommended Practice (SORP), Charities Regulation and other regulations, generally accepted accounting principles, and in accordance with internal financial polices & procedures. The role covers financial matters at both National Office and at a Society wide level. This position will be responsible for performing the consolidation, budgeting, forecasting, compliance and reporting processes. In addition, this role will provide support to senior management and stakeholders in capturing, analysis, review and understanding of the national financial information, and ensuring the Society meets regulatory and policy compliance. This role will also be responsible for the project delivery of the roll out of the Agresso Finance system across the Society, supporting the Agresso Project team in the development, implementation and sustainment of the Agresso financial system.

2 2. ENVIRONMENT OF THE JOB The Society of St. Vincent de Paul is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 12,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. SVP employs people to support volunteers in a variety of settings including home visitations, housing and hostels, community care, shops, administration and other specialist areas. The Society is a Christian based organisation with a strong sense of Gospel values. The founder of the Society, Blessed Frederick Ozanam, was a devout Catholic and his legacy of spirituality remains a key element of the make-up of every Conference within the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. The Finance function in Shared Services operates as part of a wider National team and provides both proactive financial support to heads of function in the National Office and the National Management Council. It is also a training and advisory resource to the Regional offices, Regional Treasurers and Regional Boards on Finance and related matters. The function, through the Head of Finance & Shared Services also provides direct support to the National Treasurer, National Audit Committee, National Finance Committee, Board of Frederic Ozanam Trust (Incorporated) and the Trustees of the Society s Pension schemes. 3. GUIDANCE AND AUTHORITY The role reports to the Finance Manager, Shared Services and is responsible for line management of the Consolidation Part Qualified Accountant and the Agresso Project Specialist. This will involve liaising with other Finance Function staff, external Auditors, Regional staff and system developers and contractors. This role is fundamental to meeting the Society s objectives regarding completion of the National Audit process, and enhancement of the current systems, controls, processes and training. The job holder is empowered to draft polices and procedures for more efficient National financial operations, subject to sign off with the Finance Manager and Head of Finance & Shared Services.

3 The role also contributes to financial risk management for the National Office and the Society as a whole, and provides high quality data to support the Finance Function, National Treasurer and National Audit Committee & National Finance Committee. The nature of matters referred upwards are those: o That relate to matters which might impact on the accuracy of the information being produced from the financial & manual systems o That relate to matters which might impact on the accuracy of the financial statements or ancillary notes o May cause delay to Audit completion o That are a significant breach of the operation of approved policies and procedures o Which are likely to adversely affect the delivery of projects or tasks to agreed deadline or quality o Non recurring issues referred which may involve lack of clarity due to their unusual or unexpected nature o Exposes the National Office or the Society generally to material financial risk o Any issue which requires escalation to bring to a satisfactory conclusion Please note that SVP incorporates the Jurisdiction of Northern Ireland.

4 4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES 1. National Consolidation Audit - Pre year-end preparation. 2. Consolidation of Annual Reports and Tier 1 Financial Statements for the Society nationally via the Agresso system. HOW ACHIEVED 1. To achieve quality improvement and timely submission of Annual Reports and Tier 1 Financial Statements for the National Consolidation Audit to include: Oversee Treasurers Training. Oversee Annual Report and Treasurers Book updates in advance of distribution to Conferences. Oversee excel version of Treasurers Book for distribution. Update and issue Tier 1 Audit guidelines in line with SORP and Charities Regulation and other regulations (ROI & NI) Provide training and support to Regional Coordinators on the completion of the Regional Office accounts before audit. Roll over of the Agresso finance system and consolidation journal adjustments. 2. This requires rigorous analysis and quality evaluation of the data to ensure it is accurate and reflective of the activities of the Society to include: Provide training workshops to Regional Coordinators on Annual Report entry. Review Annual Reports for accuracy and completeness, providing feedback to Regional Coordinators on queries and outstanding information. Review Tier 1 Financial Statements for accuracy and completeness and enter data on

5 the Agresso system. Resolve queries from Conference Treasurers. 3. National Consolidation Financial Statements and Audit. 3. Taking the consolidated numbers as generated through the Annual Report and Tier 1 process and preparing them under the SORP for Charities: Preparation of Audit working papers ensuring quality data of highest standard is prepared, highlighting any audit adjustments required, and presentation of the information of the highest standard to the Auditors. Preparation of meaningful analysis to support the results. Preparation of National Consolidated Trial Balance and draft Financial Statements and key Notes thereto in line with preformatted statements generated by Agresso. Effective follow up with key Regional Staff and Regional Treasurers in order to resolve queries or obtain supporting documentation in a timely manner. Management of the external audit. Receipt of an unqualified Audit report and minimal items on the management letter. The process is reviewed by the Finance Manager, Head of Finance & Shared Services, National Audit Committee, National Finance

6 Committee, and National Management Council. The objective for the department is to have the National Consolidation Audit completed and the Financial Statements signed by the National Management Council by 30th June of each year from the year 2015 Reporting cycle. 4. Agresso system development and oversight of the Agresso Roll Out delivery 4. Successful system developments sign off with the Agresso Project Specialist and Finance Manager. Working with the Agresso Project Specialist and Finance Manager on recommending and testing new developments for the Agresso system, identifying potential issues and working together to develop solutions. Oversee the delivery of the roll out of Agresso across the Regions at Conference level in the timeframe agreed by stakeholders. Working with stakeholders to develop a sustainable support system for the Agresso product and manage its implementation. 5. Budgeting & Forecasts - production of National Consolidation budgets 5. Preparation of the National Consolidation Budget for the Society as a whole for approval by the National Management Council. Work with other functions and regions within the organisation to support their budget process plus understand and account for major changes compared to prior year.

7 6. Charity Regulation Registration - information capture and submissions. 7. Compliance and Control Environment. Risk Management. Aims are to enhance, develop and monitor internal controls, risks and compliance. 6. Support and participate in the work resulting from the Charity Regulation Registrations and similar requirements which will include gathering of information and submission of registration information. 7. Application of legislation, accounting standards and best practices. Liaison with internal stakeholder and external auditors, financial institutions and regulatory bodies. The control environment created must safeguard the financial and physical assets within the Society. Achieve high standard in internal and external audit reviews. Contribute to the risk management process. Create and maintain a financial risk register. 8. People management. 8. Review and manage staff performance through regular department and one to one meetings. Establish clear process roles and responsibilities. Involvement in recruitment, induction and development of staff. Develop and maintain a positive relationship with stakeholders.

8 9. Projects / Ad hoc activities as they occur within Shared Services. 9. The role will support Risk Management processes, information capturing and analysis, projects and change initiatives. Ad hoc assignments will cover a variety of core financial, legal, compliance and service delivery engagements. Utilise technologies to enable automation of existing processes which will ensure work is completed efficiently and highest standard possible. 5. CHALLENGES This is one of the largest consolidations in Ireland due the number of entities aggregated into the consolidation. The consolidation process cannot commence until the last material entity has reported annual figures. The aim is to ensure complete, accurate and timely reporting of the National Consolidation. Acceptance of the dynamics of a complex national and membership organisation and an understanding of how this both contributes to and constrains the work. Resilience and persistence in the face of barriers and organisational roadblocks encountered. Influencing members and various stakeholders to recognise the need for compliance with Audit procedures and the Society s financial policies. 6. OTHER INFORMATION The Organisation is undergoing significant and rapid change in terms of financial and operational reporting to comply with the regulation of the Charity sector. Change management is therefore a significant issue at all levels within the Society.

9 7. KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL EDUCATION Professional Accounting Qualification (ACA,ACCA,CPA, CIMA) KNOWLEDGE Accounting Standards and generally accepted accounting principles, and application in practice. The Statement of Recommended Practice for Charities (SORP). Advanced knowledge of Excel functionality is essential. Knowledge of and exposure in Accounting packages (Agresso, SAP, Oracle or similar). Provide guidance to finance team members and regions on accounting issues in accordance with accounting standards, policies and procedures and other requirements. Keep up to date on new accounting pronouncements and changes and be able to communicate the effect for the Society. Know of the development of financial policies and GAAP/SORP application. EXPERIENCE Ability to manage a material/complex consolidation process. +6 Years PQE and/or with strong experience relevant to the role. +3 Years experience working with senior management and supporting stakeholders. Experience in producing financial statements for publication. Annual audit and financial statement preparation. Experience in interpretation and application of regulations and/or accounting standards. Managing a finance group consisting of qualified, part qualified and other professional finance staff. Experience in an environment involving change and continuous development. Experience in establishing teams, formulating plans and delivery to expectations. Experience of working in the community / voluntary sector is desirable but not essential. SKILLS An ability to quickly establish and maintain rapport with a diverse range of stakeholders and to manage on-going working relationships. Persuasive communication skills - ability to present ideas clearly and concisely to a variety of audiences. Ability to prioritise work, manage competing demands without diminution in performance. Ability to work in a team, contributing to initiatives and continuous improvements.

10 Ability to work on own initiative. Improving policies, procedures and practices. Excellent IT skills. Process analysis and documentation skills. Implementation of system and/or systems improvement. Proactive creative thinker, to achieve operational excellence in managing and delivering results. Problem solving skills, ability to anticipate problems, create solution and manage resolution. Dependability, flexibility and the ability to lead by example. The application of accounting standards and regulatory reporting compliance knowledge. A strong personal emphasis on achieving high standards of excellence and a willingness to take personal responsibility and drive objectives through to a conclusion. 8. Main Terms and Conditions Contract type: Hours: Pension: Salary: Full-Time, Permanent 37.5 hours per week 5% ER & 5% EE Contribution from commencement of employment 58,000 to 65,000 pending experience 9. ORGANISATIONAL STRUCTURE Head of Finance and Shared Services Finance Manager Senior Financial Accountant - Consolidation Accountant Agresso Project Specialist Consolidation PQ Accountant

11 The information contained in this job description is a true and accurate reflection of the job as at the date specified... Job Holder... Line Manager

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