Finance Manager – Compliance & Procurement

Job Details

Job Description

PURPOSE:

Reporting to the Director of Finance & Corporate Services, the Finance Manager – Compliance & procurement is responsible for operational compliance and governance across the organisation. This includes areas of procurement, internal/external audit actions, health & safety compliance.

DUTIES AND RESPONSIBILITIES:

Compliance & Governance

1. Assist in the maintenance of the list of VB Company policies, ensuring that they are subject to regular review and that all staff have declared receipt and understanding of these policies.
2. Maintenance of a supplier contracts register and a key funding agreement register to ensure required action is communicated and completed in a timely manner.
3. Ensure that all annual declaration of interest forms are completed to enable the Director of Finance & Corporate Services to maintain the disclosure register.
4. Manage the quarterly gifts and hospitality return process for review by the Director of Finance & Corporate services.
5. Manage the data retention requirements for financial records and ensure secure and confidential disposal in line with appropriate policies.
6. Prepare a quarterly bad debt provision calculation for review by the Director of Finance & Corporate Services and ensure that debt recovery processes are actioned as required.
7. Manage the update and communication of hospitality authorisation procedures and ensure that these are followed and appropriately authorised.
8. Manage the process for the use of Company credit cards and all associated returns.
9. Support the risk management administration process to include updates of the risk register.
10. Support the treasury management of all Visit Belfast bank accounts.
11. Support the quarterly VAT return process.
12. Assistance in any internal or external audit requirements to include assigned actions following any audit recommendations.
13. Active participation in the company’s Health and Safety Committee, to include management of risk assessment or incident/accident reporting forms and associated filing systems.
14. Assist the Director of Finance to ensure shared areas are maintained and fire safety regulations are implemented, communicated and adhered to.

Procurement

1. Support the Director of Finance & Corporate Services in the development, review and maintenance of all relevant procurement policies and procedures.
2. Governance reporting to the Director of Finance & Corporate Services to ensure compliance with Company procurement policies and reporting of any non-compliance.
3. Provide training regarding the procurement policies and the associated responsibilities for all staff.
4. Centralise procurement activities so that all quotation exercises are coming from a central source.
5. Support departments in the administration of procurement exercises.
6. Design and implement a meaningful file structure for all procurement/ purchasing documentation.
7. Maintenance of tender and procurement documentation and ensuring that records are kept up to date.
8. Deal with enquiries from existing and prospective suppliers.

Other

1. To undertake, when necessary, work out of normal office hours.
2. To carry out all duties with full regard to the Visit Belfast’s equal opportunities and fair employment policies.
3. To carry out all duties with full regard to the Visit Belfast’s data protection (GDPR) policies.
4. Travel on behalf of Visit Belfast may form part of the job.

Relationships

1. Reports directly to the Director of Finance & Corporate Services.
2. Provides organisational support regarding all matters of operational compliance and governance.
3. Provides organisational support and manages internal record keeping for all procurement exercises.
4. Interacts with Visit Belfast’s existing and potential designated suppliers and, as appropriate, public and private sector stakeholders.

Additional Information

For full details please refer to the job description below.

To apply to the role, please send your CV to jobs@visitbelfast.com by Friday 11th September at 12pm.