Director of Business & Administration

8 مايو، 2023

0 3 7 دقائق

الوصف الوظيفي

The International Community School (ICS), one of the longest established and most successful international non proprietary schools in the Middle East is seeking to recruit a full-time Director of Business & Administration to join our school as soon as possible.

The Director of Business and Administration is responsible for managing the non-teaching activities of the school, overseeing the management of the School’s budget and Leadership of the Business and Administrative teams of the school in accordance with School’s policies and procedures. The Director is also expected to provide leadership to staff across departments, evaluate work performance and strategise ways to achieve departmenta lgoals.

The Director of Business & Administration will be part of the School Senior Leadership team and will report directly to the Principal of ICS. By working closely with the School’s leadership team the Director is expected to be up to date and familiar with all School policies and principles in all aspects of the School operations, and be able to customise them to suit the needs of the school programmes.

Candidates should:

Hold a Bachelor degree in Finance, Business Management or a similar degree. Higher degrees or qualifications are desirable.
Experience in School Management is desirable but not essential.
Have substantial experience in leadership and management of a diverse team of managers in a business and administration setting.
Have strong financial management skills, budget preparation and cash flow management, knowledge of accounting best practice and good understanding of the applicable Jordanian legislation.
Have excellent Arabic and English communication skills including writing, public speaking and interpersonal communication.
Demonstrate resilience and interpersonal skills and have effective personal organisation and leadership skills.
Have strong IT skills (including Google docs and sheets).
Be a person of integrity; able to maintain confidentiality; able to remain impartial; be sympathetic to the needs of others; have an openness to learning and change; have a positive attitude to personal development and training;

What we offer:

ICS offers a competitive package including a generous taxable salary (within the range of 4,019-4,526JOD monthly); a comprehensive programme of Continuous Professional Learning; a thorough and detailed induction programme; free tuition for up to two children enrolled at ICS, and a comprehensive family medical insurance.

How to apply:

Please refer carefully to the below Job Description. Applications should be with the subject of (Director of Business & Administration), along with a two page letter of application addressed to the Principal, Mr Alun Yorath, outlining your experiences and addressing the Job Description shared. Applications must also include a (maximum) two page CV no later than Monday, 22 May 2023.

Please note that we reserve the right to appoint before the closing date, and interviews will be arranged for all short-listed applicants as soon as possible.

Job Description :

JOB TITLE: Director of Business and Administration

RESPONSIBLE FOR: Line management of Finance, Facilities and Logistics, Procurement and Stores

Role Summary:

The Director of Business and Administration is responsible to the Principal for overseeing the management of the School’s budget and Leadership of the Business and Administrative teams of the school in accordance with School’s policies and procedures.

In carrying out his/her responsibilities, the Director of Business and Administration is reminded that the business of ICS is education and that, within set policies and procedures, concerns and the welfare of the School’s community are to be seen as the priority in the implementation of the department's operations.

The Director of Business and Administration assumes responsibility for the following specific areas of the School’s management operations. In carrying out these responsibilities the Director of Business and Administration delegate specific tasks and areas of responsibility to members of the department.

Roles & Responsibilities:

*Finance

Budget:

Prepare the draft annual budget in accordance with the guidelines set by the Principal and the Finance Sub Committee;
Modify the draft budget in accordance with the directives set by the Board and transmitted by the Principal and the Finance Sub-Committee;
Monitor the approved budget and alert the Principal and the Finance Sub-Committee to any headings, line items, or expenditures which may in future exceed their approval limits;
Transmit appropriate budget information and updates to schools and other members of staff and departments which had budget responsibility;
Prepare regular financial reports as agreed with the Principal and the Finance Sub-Committee;
Prepare such other budget reports and updates as may be required by the Principal and the Finance Sub-Committee;
Coordinate with Heads of Schools and other senior department heads on the
expenditure of their budget allocation.

Accounting practices:

Ensure that the School’s Financial Management operations are carried out in accordance with set policies and procedures, Jordanian Law, and recognized accounting practices;
Ensure all accounting tasks are carried out in a timely and systematic manner;
Ensures that all financial transactions on behalf of the School are recorded under the correct headings;
Supervise the operation of the School’s financial management software and liaison with the supplier on problems, updates, and modifications to this/her software.

Finance Department:

Ensure all members of the Finance Department, under the direction of the Finance Manager, carry out their allocated responsibilities in accordance with set policies and procedures. These responsibilities include, but are not limited to:

Cash and cheque receipt and disbursement;
Payment of salaries and wages;
Maintain appropriate records of accounts payable and accounts receivable;
Monitor and reconcile all bank accounts held by the School;
Open new bank accounts in the School’s name as directed by the Principal and the Finance Sub-Committee;
Coordinate, monitor and reconcile the accounts of schools, departments, account holders, and any other person(s) holding permanent or temporary responsibility for money in the School’s name;
Prepare and issue appropriate invoices to parents;
Prepare and circulate cost center reports in accordance with the schedule set by the Principal and the Finance Sub-Committee;
Open and close annual budgets as directed by the Principal and the Finance Sub-Committee;
Pay all taxes, social security, and other obligations on the School in accordance with Jordanian Law;
Monitor the effectiveness, update and renew the School’s various insurance policies and advisethe Principal and the Finance Sub-Committee of any potential problems;
Monitor and coordinate the receipt, entering, and when appropriate banking of al money from the sale of items by or on behalf of the School;
Recommend to the Principal appropriate professional development for Finance Department staff;
Recommend to the Principal changes in the structure or operational procedures of the Finance Department.

Payroll updates:

Check prepared grids to contracts including allowances and others like overtime/part-time/substitutions /cover/activities, etc.
Check monthly payroll statements thoroughly;
Authorise cash/cheques/transfer payments;
Prepare relevant cheques and transfers to Banks’ Accounts.

المهارات

Weekly/Bi-weekly reporting

Ensure that the Finance Office has

Prepared weekly and bi-weekly as and when required;
Distributed such reports to the respective administrators;
Annotated any deviation to each recipient;
Informed the Principal of any deviations or points of concern;
Distributed expense reports that are controlled by Budget operators;
Teaching supplies, Office supplies, library supplies, Capital expenditure, Staff Development allocations …etc.

Working and reporting to the Finance Sub-Committee on:

Registration Status;
Any modifications to the normal routines;
Any malfunction in the Accounting package ;
Any changes to the dates of the normal payments of payroll and suppliers.
Arrange meetings agenda in coordination with the Principal, take minutes of the meetings and follow up on action points and decisions.

Annual audit:

Work as a liaison between the School and the School’s auditors in the execution of the annual audit.

*Facilities and Logistics

Facilities Management:

Oversee the work of the Facilities Manager to ensure the campus is well maintained and new projects are in place;
Work with the Construction Sub-Committee and the Principal to execute new projects agreed by them;
Work with the Finance Sub-Committee to agree on the budget set for capitalisation, facilities maintenance and new projects;
Work with the Facilities Manager to review the cleaning and all SLA contracts under him to ensure that all are functioning within the set budget.

Security:

Ensure a comprehensive school security and safety program, policies and procedures by studying the school operations and schedules and establish internal controls;
Work closely with the Head of Security and Deputy Head to ensure a safe and secure school environment that fosters an optimal learning environment;
Work closely with the Head of Security and Deputy Head to ensure enough security team members are available to safeguard the school and its gates;
Ensure proper allocation of security teams within 24/7 work shifts;
Work closely with the Head of Security to ensure proper communication with external official authorities required for any school activity;
Ensure the security team follow the safeguarding policy in place in addition to fulfillment
of the lockdown and fire drill policies;
Assists in the development and implementation of security plans for special events;
Ensure a proper training is being conducted by external trainers, i.e. civil defense to update staff security and first aid knowledge.

Transportation:

Review the work of the Logistics Manager to ensure enough and safe buses are available for the students bus routes and CCA activities;
In coordination with the Finance Manager, review and recommend changes to the bus contract as directed by the Principal;
Oversee the work of the logistics Manager to ensure enough buses are available for the staff and review the collection points from time to another bearing in mind the continuous changes in staff residential areas.
Ensure that appropriate training and safeguarding training is in place and offered to the bus monitors and drivers;
Ensure proper communication between the bus officer, the bus company and the finance department related to student bus enrolments and cancellations.

Catering:

Oversea the work of the Logistics Manager to ensure that the catering services are inline with the hygiene standards and the expectations of the School;
Ensure a system in place which reviews the canteen services regularly;
Work with the Logistics Manager to review the canteen contract and recommend any changes to the SLT;
Work closely with the Logistics Manager to ensure a proper overseeing of the canteen operations, the flow of students at the canteen is in place and suggest any appropriate amendments to the SLT.

*Compliance:

The Director of Business and Administration will be responsible for the leadership and management of the entire compliance program and will:

Liaise with the Ministry of Culture and Ministry of Education on any matter pertaining to the school’s needs as directed by the Principal;
Inform the Principal, and, of any new laws and procedures which have been instructed by any relevant Ministries and support the SLT by collecting additional information from the relevant government departments as requested;
Liaise with the relevant government department as needed, sustaining a positive relationship and school reputation at all times;
Write to the Ministries as directed by the Principal with any correspondence needed to comply with the Ministry laws and regulations and seek approval from the Ministries for any activity as requested by the SLT;
Attend any and all relevant government training events pertaining to issues of compliance.

General:

Promote an effective and efficient working environment within the departments;
Facilitate the work of all other areas of the School’s operations through the development of good working relationships with all colleagues;
Appraise and /or evaluate the work of teams in accordance with School policies and procedures;
As a member of the SLT act as a role model for all School employees.
Such other duties may be required by the Principal and the Board of Governors within the terms of the contract.