Assistant Finance Manager at Gess

About GESS As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school. We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award. Assistant Finance Manager Assist and report to Director of Finance in all areas relating to finance operation, project, financial reporting, management analysis, consolidation and all treasury related matters.  Work with team members and stake holders to compile data /information for variance / trend analysis, conduct market research, and consolidate analysis to support decision making. Prepare/review materials, input, analysis, reports and presentations for senior management meetings, board meetings, parents’ townhall and other purposes. Assist in designing, communicating and implementing new finance / procurement templates and forms to promote the digitalization of internal process wherever required. Ensure smooth AP functions by overseeing the AP team to collate, verify and process payments and staff reimbursement within the internal timeframes. Streamline AR functions by participating in AR projects, such as formulating new AR related policies, GST migration project and other AR related process. Supervise/ carry out the month end and year end closing process, review / prepare journal entries, bank reconciliation and monthly schedules.   Be the key liaison person for all the school fund raising events, monitor internal approval process, the incoming and the disbursement of donations and keep comprehensive records.  Prepare and update cash flow forecast, monitor cash positions and manage all bank and investment related matters, such as changes in authorised bank signatories, FD placement/renewal, purchase / disposal of ST investments, repayments/drawdown/ rollover of bank loans, etc. Ensure compliance of budget control by preparing/reviewing/monitoring budget vs actual reports, communicating and highlighting issues to all budget holders.   Ensure compliance with all internal policies and SOPs in the allocated job functions. To be actively involved in the change process of School, including but not limited to the reviewing, streamlining, standardizing, and implementing internal controls and processes by achieving a risk vis-à-vis efficiency balanced approach. To be part of the project leadership in the assigned IT related projects for Finance/Procurement team to assist system improvement, data migration exercise and implement new process and controls in the new IT system.   Update knowledge and expertise of changing statutory requirements, accounting standards, tax laws and charity regulations to determine the implications of such changes to financial / management reporting and internal process. Communicate effectively with both internal and external parties, keep complete record of meeting discussions and follow up the outstanding matters closely.  Key Accountabilities Budget, Forecast, Board Reporting and financial analysis projects • Assist Director of Finance to consolidate the budget/forecast inputs from all budget holders, prepare consolidated budget/forecast and analysis of the entire school for review and decision making by management. • Prepare / monitor budget vs actual reports, communicate and highlight issues to all budget holders whenever necessary. • Carry out monthly or quarterly forecast by collating and analysing latest information such as enrolments status, budget spending plan of key stake holders, financing arrangements etc. • Assist in all projects relating to strategic planning of the school by collating and analysing relevant data and preparing reports in a professional manner. • Carry out market research of other international schools both in Singapore and overseas, prepare market data analysis and comparison with the school. • Assist Director of Finance to collate all relevant information and prepare/review presentations for AGM, EGM, monthly Board Meetings, Parents Townhall and other Senior Management meetings. • Carry out management and financial analysis for school programs, such as breakeven analysis of miscellaneous fees vs associated costs, school events/trips, holiday camps, etc. • Provide financial information for all statutory reporting, including but not limited to reports to Statistic bureau, Charity Council, CPE, German Government agencies, etc. Finance Operation • Update and monitor finance team calendars by incorporating critical timelines throughout each academic year, such as month end closing, year-end closing and audit, annual AGM, EGM, annual statutory filings, etc. • In charge of all fund-raising activities by coordinating with relevant departments to collect funds, monitor disbursement of donations and keep proper accounting records. • Update financial reports for fund raising events, CARE Committee, Student and Parents Committees. • Assist Director of Finance to implement and monitor new policies and procedures in finance operation. • Be a main partner for system migration and a main driver of stream- lining operation process. Internal Controls, Policies and Standard Operational Procedures • Be a partner with Director of Finance to streamline internal processes and design new policies and procedures. • Involve and coordinate the assigned pipeline projects, analyse the impacts of current process and propose constructive and feasible improvements and solutions. • Prepare the assigned new policies and procedures with professional quality of best industry practice and compliance with rules and regulations of the school and the governments. • Coordinate discussions and meetings with relevant team members, keep proper record of meeting discussions and track project progress. • Prepare presentations for briefing of new policies/ SOPs to the school management, stake holders and staff (wherever applicable). • Closely monitor the progress of each assigned project and ensure the tasks are completed within the agreed timelines. • Other ad-hoc projects/ tasks to be assigned. Treasury Functions • In charge of all treasury related functions of finance team. • Coordinate with banks, financial institutions and payment gateway service providers for all bank related matters. • Ensure the formalities for bank account open/ closures, implementation of new payment gateways and migration of payment portals etc. are done properly. • Coordinate and ensure all formalities for changes in authorized signatories are prepared properly according to the signing mandate approved by BOG. • Monitor and ensure the formalities for renewals/withdrawal/payment of Bank Loan/Hedging/FD are carried out within timeframe. • Oversee and arrange approvals for purchase, disposal and tracking of investment in financial assets. • Ensure weekly and monthly treasury report are updated correctly within timeline. • Prepare monthly cash flow forecast with accuracy within the required timeline. • Ensure the usage of Corporate Card are in line with school policy. • Monitor bank balances, propose bank transfers, FD renewal / maturity whenever necessary. • Oversees the entire cash transactions and controls of school, including but not limited to petty cash, donations, kiosk machines, school shop cash collections, etc. • Other tasks, duties or projects as assigned from time to time. Account Payables • Lead the AP team to receive, match, verify and record supplier invoices (both PO and Non PO) in the accounting system. • Review and ensure the invoices are captured in the correct GL account codes. • Verify and ensure all the purchased items have followed the internal procurement SOPs and DOA authorization limits; communicate and resolve any discrepancies or exceptions with stakeholders. • Ensure payment batch is processed at least once a week promptly before the payment due dates of suppliers. • Identify, communicate and resolve all staff claim issues and reinforce school internal policies. • Streamline payment process within the entire school and propose feasible solutions to Director of Finance. • Prepare new policies, SOPs and new forms for management review and approval. • Reinforce school policies by identifying abnormalities and communicating. rectifications with relevant stakeholders. • Monitor the actual utilization of budget for all payments, prepare monthly report of actual vs budget for all budget holders and communicate issues whenever necessary. • Other tasks, duties or projects as assigned by Head of Finance from time to time. GL, AR, FA functions and annual audit • Supervise/prepare GL closing and ensure month-end, year-end closings and annual audit tasks are completed within timelines. • Liaise with external auditor for all audit related tasks, including but not limited to audit planning, year-end closing timeline, preparation of audit schedules, follow up audit issues and prepare draft financial statement. • In charge of month end closing, prepare/ review journals, Debit Note, Credit Note, bank reconciliations and monthly schedules. • Coordinate with relevant team members to follow up the open items identified in the monthly schedule. • Supervise FA functions by ensuring FA transactions are correctly recorded in accounting system. • Conduct reasonableness test for revenue recognition, AR provision and other AR related adjustments. • Involved in AR related pipeline projects by assisting to draft new policies and procedures. All tax related matters • Prepare/review quarterly GST filing calculation and reconciliation. • Review withholding tax calculation and provide technical advice / support to AP officer. • Assist to establish the control process for all tax compliance aspects. • Communicate with IRAS, internal and external parties for tax related matters. • Perform tax filings on IRAS websites. • Assist to follow up, communicate and resolve tax matters with IRAS. • Identity potential tax risks proactively and propose solutions. GESS Fund • Lead / conduct month end and year end closing for GESS Fund (a legal entity). • Prepare/ Review monthly P&L and B/S schedules for management review and approval. • Facilitate and arrange the year end audit, prepare all documents/schedules required by auditor. • Involve in the daily operation of GESS Fund and oversees the financial related matters. IT and other ad-hoc projects and tasks • Involved in the assigned IT related projects for Finance and Procurement Team. • Be a key member of the leadership team in the new system implementation project, data cleaning and data migration exercises from time to time. • Implement new process and policies in new systems if required. • Design new forms for internal application/approval and other reports using excel, Jotform, Microsoft Form and any other applicable software. • Other tasks, duties or projects as assigned by Director of Finance from time to time. Knowledge and Experience • Bachelor/ Master’s Degree in Accounting, Finance or other equivalents, or professional degrees (e.g. ACCA) • Hands-on experience in all areas of finance operation, GL, AR, AP, FA and treasury function for at least 8 years • Good knowledge and hands-on experience of financial planning and analysis, budgeting, forecast, strategic planning and board reporting • Full hands-on experience in handling both external and internal audit • Being IT tech savvy in learning new systems and designing new templates using IT tools • Good knowledge of Financial Reporting Standards of Singapore and Charity Accounting Standard • Excellent knowledge and experience in designing internal controls, policies, and standard operating procedures is highly desired • Prior Big 4 CPA firm experience and familiar with Charity Acts and other charity regulations in Singapore would be an added advantage • Experience in leading a small team with 3-4 members Technical and Soft Skills • Highly proficient and advanced level in Microsoft Excel, Word and Power Point • Have proven skills in using scenario/pivot table/macro and other advanced functions in Microsoft Excel • Highly experienced in designing Power Point slides, presenting numbers and storytelling in a professional and creative manner • Hands-on experience in BI, Tableau, other data analysis software and hands on experience in constructing financial modelling are added advantages • Excellent communication skills in liaising with various internal and external stakeholders • A stress-taker with high level of tolerance, patience, and proactive mindset in resolving issues across internal and external department • Willing to be flexible for longer working hours (may include ad-hoc weekends) during peak seasons • Embrace “student focus” culture and have “customer service” mindset to promote professional services to the community • Passionate to achieve continuous improvement and willing to go beyond comfort zones • Able to adapt fast to the changing environment and be “flexible” in possible areas while maintaining professional codes of conducts • A matured team player with a spirit of sharing and willing to help others • Being highly self- motivated, self-driven and proactive to resolve issues • Able to adjust quickly in the changing environment and embrace on-going changes • Flexible to take on additional tasks or changes in work scopes when required Fair Recruitment and Safeguarding: We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks.  Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.