Feb 122018

Treasurer of the Humanitarian Logistics Association

Job Description: volunteer role

The Humanitarian Logistics Association (Registered Charity 1004963, Company Limited by Guarantee 06477969) is looking for a new volunteer Treasurer when the current incumbent retires in April 2018. The charity is in the process of dynamic change; in order to assist its 2,200 international members make a difference to disaster, via best practice humanitarian logistics. The HLA provides training and education, professionalization of the role, global networking, research and knowledge, and events.

The charity is run entirely by unpaid volunteers, and this role is also unpaid, although reasonable travel expenses will be reimbursed. Each of the key volunteers works remotely in their own office or home, meeting periodically as a Board. This would be the case for the Treasurer role too. Ideally, in order to be shortlisted, you must demonstrate that you meet all the essential criteria and as many of the desirable criteria as possible.

Job description


  • Be committed to the humanitarian imperative and the aims and objectives of the Humanitarian Logistics Association (HLA) as found on its website: www.humanitarianlogistics.org
  • Be a Trustee of the HLA and work with other Trustees in discharging the fiduciary duties of a director and Trustee of the charitable company.
  • Oversee the financial affairs of the HLA and ensure they are legal, constitutional and within accepted accounting practices for a charitable company registered in England and Wales.
  • Monitor and report on the financial health of the organisation to the Trustees.
  • Oversee the production of necessary financial reports/returns, accounts and audits when required.
  • Ensure proper records are kept and that effective financial procedures are in place.

Specifically, to be accountable to the Trustees in:

  • Liaising with relevant staff, Trustees and/or volunteers to ensure the financial viability of the organisation.
  • Making fellow Trustees aware of their financial obligations and taking the lead in interpreting financial data to them, both at induction and as regulations change.
  • Regularly reporting the financial position at Trustees’ meetings (producing balance sheet, cash flow, fundraising performance etc).
  • Overseeing the production of an annual budget and proposing its adoption at the last meeting of the previous financial year.
  • Ensuring proper records are kept and that effective financial procedures and controls are in place, including but not limited to: cheque signatories; purchasing limits; purchasing systems; petty cash/ float; and if required, in future: salary payments, pensions, PAYE and NI payments, VAT and other taxes as appropriate.
  • Apprising the Trustees of the financial viability of plans, proposals and feasibility studies.
  • Advising Trustees of changes in fundraising legislation and practices.
  • Leading on the appointing of, the reviewing of the performance of and the liaison with charity’s auditors/an independent examiner.
  • Advising the Trustees on best practice in good governance, compliance and risk management.

Also the Treasurer is responsible to the CEO for finance duties, including:

  • Overseeing the person appointed for bookkeeping duties and/or overseeing any finance volunteer, ensuring posting and bookkeeping is kept up-to-date.
  • Maintaining the petty cash system and regularly processing petty cash claims.
  • Regularly ensuring reconciliations are completed and overseeing regular reconciliations by the bookkeeper/finance volunteer.
  • Issuing invoices.
  • Being a second signatory on cheques.
  • Arranging payments to creditors, as appropriate, and arranging appropriate signatures on payments.
  • Making the necessary arrangements to collect payments from debtors and bank payments promptly.

Other information

  • The period of appointment is expected to be a minimum of three years.
  • The job is unpaid, although legitimate travelling expenses may be claimed.
  • The job requires up to 5 hours per week.
  • Trustees normally meet at least three times a year, either in London or Oxford. Electronic attendance via Skype or conference call is also an option.

Person specification

Skills & Abilities

  • An ability to work at the strategic level helping to steer the charity - essential.
  • Good financial skills - essential.
  • Ability to communicate clearly by email, on paper and via Skype - desirable.
  • The ability to work with different cultures - desirable.

General & Specialist Knowledge

  • Knowledge of current financial recommended practices for charities - essential.
  • Knowledge of financial management and bookkeeping for UK charities - essential.
  • Some knowledge of online accounting packages - essential.
  • Knowledge of current fundraising finance practice relevant to charities - highly desirable.
  • Some knowledge of charity law - highly desirable
  • Knowledge of international membership charities - desirable.

Relevant Experience

  • Previous UK charity trustee experience - highly desirable.
  • Previous experience with a membership charity - desirable.
  • Previous experience with an international organisation - desirable.

Special Requirements

  • Ability to offer a small amount of time most weeks - essential.
  • A commitment to the humanitarian imperative - highly desirable.

To apply, email attaching a CV, to membership@humanitarianlogistics.org

Closing date: 28th February 2018

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