Finance and Administration Manager, Middle East

Title: Finance and Administration Manager

Location: Riyadh / Dubai

Reporting Relationship: Reporting directly to APAC Sub-Regional Controller (and a Business Partner to Partner-in-Charge, Dubai)

The Company

Founded in 1953, Heidrick & Struggles International is recognized as one of the world’s premier providers of senior-level executive search including board building and interim management, and of leadership consulting services. The company helps its clients address leadership challenges in times of growth, turnaround, acquisition, integration, expansion into new markets, and when responding to economic flux.

For 73 years, Heidrick and Struggles has specialized in chief executive, board member and senior-level management search assignments for a wide variety of clients, including multinational corporations, mid-cap and startup companies, nonprofit entities, educational institutions, foundations, associations and governmental units.

Today we serve our clients in a broader leadership advisory role, offering complementary services including leadership consulting, culture shaping coaching and professional development to senior management teams.

Additional information on the Company can be found at www.heidrick.com.

Overview

The Finance & Administration Manager is a full-time position responsible for ensuring preparation, review and reporting for the Dubai and Saudi office’s financial and operational functions.

Core Responsibilities

This position will be responsible for the smooth and efficient running of the Dubai office.Key responsibilities include internal and external financial reporting, business partnership with the Dubai office Partner-in-Charge and supporting the office’s day-to-day administrative needs. The position also liaises with Global Business Services (GBS), Procurement, IT, Legal, Marketing and Human Resources departments. The position requires excellent interpersonal skills, a strong ability to prioritize multiple tasks, and keen analytic, organizational and problem solving skills that support and enable sound decision making.

Financial Management and Business Operations

Accounting: Process, record and reconcile financial transactions, including A/R, A/P, Treasury and payroll; ensuring accurate and timely processing and maintenance of complete and accurate financial records.

• Preparation and review of monthly account reconciliations.
• Accounts payable processing, including invoice approval and vendor payment
• Act as a local Coordinator and contact for key financial processes with GBS team for billings/invoicing and A/R which includes credit control functions.
• Assist APAC Treasury with transactions relating to bank accounts, bank guarantees, credit facilities, insurances and other treasury-related functions.

Internal Financial Reporting : Prepare, analyze and present financial reports in an accurate and timely manner, includes but not limited to variance analysis of standard monthly reports and P&L review with PiC as well as preparation of ad-hoc reports as required.

External Financial Reporting (including statutory audit): Coordinate annual statutory, internal audit and tax reporting. Responsible for the preparation of local statutory Financial Statements prepared accordance with the IFRS, gather documents/information and is responsible for liaising with auditors.

FM is also responsible for the timely and accurate filing of external statutory reports and the VAT returns.

Budgeting: Support the APAC Financial Director and Financial Controller in the annual budgeting process; monitor progress and changes.

Communication: Serve as the finance team’s liaison to the Dubai office management. Inform Dubai Partner-in-charge (PIC) of local office issues. The position may be required to do presentation of financial reports/information during office meetings.

Financial Procedures: Is expected to ensure compliance with Grant of Authority and financial and accounting policies and procedures as provided by corporate team.

Human Resources Support

New Employees: Support the APAC HR team in the review of hiring documents and introduction of new employees to company’s policies and procedures. The position also actively participate in on-boarding of staff as directed by APAC HR team.

Benefits Management: Working closely with APAC HR, Global Benefits and Payroll teams, administer and monitor and renew employee benefit programs including health insurance, retirement, vacation and sick leave.

DIFC: Manage and monitor visa requirements and all other business dealings with the DIFC.

Information Technology Support

Service Management: Work with APAC IT staff to ensure equipment and technology needs are addressed and systems are properly implemented and maintained.

Facilities Management

Lease, office and fixed asset management:

• Supporting property and legal teams with lease renewals and grant of authority requests for new leases and other asset acquisition and management.
• The position oversees service delivery levels by outside vendors including but not limited to coordinate and facilitate office moves and expansions with IT and other corporate departments

Other non-finance functions

• Process Amex card applications. Assist employees with BTA/AMEX/Concur training and assist with technical difficulties.
• Assist employees with Billings, AP and AR questions
• Manage vendor lease contracts.
• Keep the petty cash fund and manage small purchases from PCF
• Act as theoffice IT support
• Management of the phone (landline and mobile) and internet accounts.
• Oversee service delivery levels by outside vendors and be point contact for employees for office environmental needs
• Coordinate and facilitate office moves and expansions with IT and other corporate departments.
• Assist with the completion of additional office related admin tasks as required.

The above statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.

The Person

Experience

• Accounting/business degree/qualification is essential.
• Preferably working towards a professional accounting qualification.
• Minimum 2+ years’ experience in a financial/management accounting role with strong accounting skills. Experience would include preparation of month-end accounts and financial statements, transactional processing, and preparation of audit and tax filings.
• Experience of computerized accounting systems is essential
• Understanding of Dubai VAT or similar is an advantage.
• IFRS experience is an advantage.
• US GAAP experience is beneficial but is not essential.
• Strong Microsoft Excel skills are essential.
• Peoplesoft experience would be beneficial, but is not essential.
• Must be prepared to be hands on with respect to various office management and administrative aspects of the role.

Personal / Professional Behavior

• Discreet and able to maintain strict confidentiality at all times.
• Strong business ethics – leads by example as outlined in the Company Code of Conduct. To include but not limited to, honesty, integrity, discretion and professional standards.
• Maintains composure in a fast-paced, rapidly changing environment.
• Able to multi-task efficiently
• Innovative problem solver.
• Demonstrates initiative, resourcefulness, and dependability.
• Effective communication skills, including strong English.
• Able to work well with colleagues in multiple locations.
• Strong work ethic balanced with a sense of humor and an ability to maintain perspective.
• Even-tempered, tactful, and considerate.

Initiative and Organization

• Presents and maintains a professional demeanor.
• Demonstrates ability to take independent action and proceed beyond directive.
• Flexible. Responds well to last minute changes and requests.
• Strong sense of urgency.
• Ability to anticipate problems/situations and act appropriately.

Others Characteristics

• Detail oriented
• Energetic
• Reliable
• Innovative and resourceful
• Seen as a business partner and an enabler