About the Role
The Circulate Initiative is looking for an energetic and highly motivated individual to join our team in the role of Finance and Operations Manager. This role requires a self-starter with keen attention to detail, solid problem-solving skills, and an ability to work independently. The Manager will manage end-to-end financial lifecycle and operational processes. The role is responsible for ensuring the organizational finance accuracy and high operational efficiency.
This is a full-time contractor role, reporting to the Senior Director, Finance and Operations, who is based in Queensland, Australia. The candidate will have the opportunity to work with colleagues and partners across regions.
Key Responsibilities
Finance (85%)
‣ Financial Management
‣ Lead the month-end close process by reviewing monthly financial statements (P&L, Balance Sheet, Cash Flow) and balance sheet reconciliations to ensure completeness, accuracy, and validity. Propose and verify journal entries. Manage and monitor prepayments, accruals, and revenue postings.
‣ Prepare and analyze organizational and grant-level budgets and forecasts to optimize organizational performance. Provide monthly P&L and GL reports to Budget Managers and work closely with them to track variances ensuring grant spending on-time. Prepare financial reports for funders.
‣ Lead quarterly “Latest Thinking” updates to forecast future financial performance and recommend strategies to optimize the organizational financial health. Prepare quarterly financial updates to the Board.
‣ Proactively identify and implement continuous improvements for financial reporting workflows. ‣ Oversee a Singapore-based outsourced accounting services provider. Support the Senior Director, Finance and Operations as needed.
‣ Compliance and Risk
‣ Ensure all transactions, tax filings, and donor and statutory regulations are met. Generate tax submission documents.
‣ Manage the annual financial audit. Oversee insurance submissions and facilitate financial setup for new funders.
‣ Maintain a robust internal control environment.
‣ Accounts Payable
‣ Execute bi-weekly processing of invoices and expense reports via BILL, ensuring precise project code allocations. Review expense reports for policy compliance and receipt accuracy
‣ Monitor approval workflows to ensure timely payments and maintain proactive communication with team members regarding missing documentation.
‣ Manage vendor onboarding, including profile creation and verification of banking details to mitigate risks.
‣ Communicate with banks, vendors, and payment platform providers to troubleshoot issues and improve outcomes.
Operations (15%)
‣ Streamline and design operational processes and workflows. Draft onboarding manuals that are agile and fit for purpose as the organization grows into new geographies. Integrate existing processes where possible to ensure high efficiency.
‣ Draft partner contracts in collaboration with Project Leads for final reviews and sign-offs.
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