ASSITEJ Administration and Finance Manager
ASSITEJ International is recruiting for an experienced Administrator and Finance Manager based in Italy.
Apply to become part of a dynamic international association with activities and members in more than 75 countries.
Application deadline: 15 Nov 2024
Position begins: Jan 2025
Position description
Founded in 1965, ASSITEJ International is a network of artists and organisations in over 75 countries dedicated to the belief that every child and young person deserves access to the arts, and especially to live performance, from the earliest possible age. ASSITEJ International is a democratic organisation dedicated to the artistic, cultural, and educational rights of children and young people across the globe and advocates on behalf of all children regardless of nationality, cultural identity, ethnicity, or religion
ASSITEJ is a not for profit (Third Sector) member organisation with its financial seat in Bologna, Italy. The governing entity of ASSITEJ International is the Executive Committee with Officers of the President, Secretary General, Treasurer, and three Vice Presidents. Since 2022, ASSITEJ is a Network supported by the European Union through the Creative Europe Programme.
The Association is looking for its Administration and Finance Manager.
Key Responsibilities
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Financial Management
Work closely with the elected Treasurer and the Secretary General to:
- Oversee and enhance, on a day-to-day basis, the Association’s financial systems, including bookkeeping, employee expenditure, tax compliance, banking and membership fee management, within a digital and an international environment.
- Monitor and manage budget, including monitoring operational budget for the EU project Creating Cultural Equity, periodic analysis of the General Budget prepared on the basis of the Italian Association Chart of Accounts and management of the budget of other EU and/or international projects in which ASSITEJ may be involved.
- In consultation with the Secretary General and Treasurer, develop and implement future financial planning and strategy, providing budgeting support for future funding applications and ensuring the organisation’s long-term sustainability.
- Track and report regularly on activities’ budgets, incomes, and in-kind contributions, ensuring accurate documentation and evaluation.
- Maintain relationships with the bank in Bologna and other accounting platforms, monitoring outgoing and incoming payments.
- Prepare any progress reports required by the Treasurer and supporting the Treasurer in collecting membership fees.
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Legal Compliance & Contracts
- Draft, review and manage freelance and subcontractor contracts, terms & conditions and assist with memorandums of understanding.
- Ensure compliance with all legal requirements, particularly in relation to Italian law and funders’ policies.
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Compliance & Risk Management
- Maintain and ensure compliance with the association’s constitution and other policies (such as Child Safety, General Data Protection Regulation, Health & Safety, and Research Ethics policies), ensuring alignment with statutory obligations and funder requirements.
- Complete all statutory submissions, including those to the Italian RUNTS Third Sector Register such as legal declarations and social impact reporting.
- Support the association’s sustainability audits and Monitoring, Evaluation & Learning (MEL) initiatives, including gathering of monitoring data and reviewing of the project Theories of Change.
- Manage and conduct risk assessments, oversee due diligence processes and coordinate with insurance brokers to build appropriate insurance coverage.
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General Administration
- Oversee human resource functions for staff, Executive Committee members, freelancers, and volunteers, ensuring compliance with relevant policies and labour laws, in consultation with the Management Working Group (Executive Committee members).
- Regularly review and revise organisational policies and documents to ensure relevance and compliance.
- Maintain the statutory Member Book and Executive Committee Book, ensuring accurate and up-to-date records.
- Contribute towards bid-writing for future funding applications and strategic thinking about funding.
Qualifications & Experience
Essential:
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- Proven experience in operational and/or management roles within Non-Governmental Organisations (NGOs), Non-Profit Organisations (NPOs), and/or Third Sector Organisations.
- Strong financial management skills, including budgeting, bookkeeping, and financial planning.
- Experience in legal compliance within Italy.
- Familiarity with risk management practices, including insurance and due diligence.
- Excellent attention to detail, ensuring accuracy and consistency in all submissions.
- Knowledge of Italian legal and financial requirements for Third Sector organisations.
- Digital accounting knowledge.
Desirable:
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- Knowledge of the Arts & Creative sector, particularly in the context of children and young people’s Theatre & Performing Arts.
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Skills & Attributes
- Strong organisational and project management skills.
- Ability to be part of a remote international working team.
- Excellent written and verbal communication (English and Italian) and interpersonal skills, with the ability to engage effectively with diverse stakeholders.
- Strategic thinker with a proactive approach to problem-solving.
- Ability to work independently and as part of a collaborative team.
Conditions
Full time contract – 1 year long.
Job start: January 2025.
Main languages
Italian & English
Location
The Administration and Finance Manager should be based in Italy.
The collaboration with other team members is remote. The staff and officers are based in Australia, Denmark, Mexico, France and England.
Occasional travel to other international locations as required, including mandatory attendance at all in-person ASSITEJ International Executive Committee meetings, ASSITEJ Artistic Gatherings, and ASSITEJ World Congresses. Attendance online at all staff meetings.
Working Alongside
President, Sue Giles
Secretary General and Project Leader, Louis Valente
Treasurer, Émilie Robert
Knowledge and Network Manager, Chris Blois-Brooke
Project Producer, Marissa Garay
Management Working Group: Louis Valente Sørensen, Sue Giles, Émilie Robert, Jon Dafydd-Kidd
Application
Please apply through this form:
https://assitej.typeform.com/to/DwctBrhz
Applicants are asked to upload a
- CV (max. 2 pages)
- Covering letter (max. 2 pages)
Application deadline is 15 Nov 2024.
Contact
Louis Valente Sørensen, Secretary General: info@assitej-international.org
