THE ROLE
The Project Finance & Reporting Officer is responsible for supporting the financial administration, project documentation, and reporting processes across SAIC’s project portfolio. The post holder will:
- Coordinate financial administration, including invoices, payments, claims, and reconciliations
- Maintain accurate project documentation, records, and CRM entries
- Support forecasting, budgeting, and financial reporting requirements
- Coordinate quarterly and annual reporting cycles in collaboration with project teams
- Provide administrative and operational support across SAIC’s finance and project governance functions
- Support continuous improvement of systems, processes, and information management
This role requires accuracy, organisation, excellent communication, and the ability to manage multiple deadlines.
KEY DUTIES AND RESPONSIBILITIES
1. Financial Administration & Processing
- Process project invoices, set up new suppliers and customers, and ensure timely payments.
- Manage financial administration relating to project claims, income, and expenditure.
- Maintain accurate financial records, ensuring audit-ready documentation.
- Support financial reconciliations, monitoring project budgets, and tracking expenditure.
2. Financial Reporting & Forecasting
- Assist the Finance Manager with financial forecasts, annual budgets, and quarterly returns.
- Prepare data for financial reports, dashboards, and Board‑level updates.
- Support the development of financial summaries for project reviews and funding requirements.
- Ensure financial reporting meets all compliance, contractual, and internal standards.
3. Project Governance & Documentation
- Maintain accurate project files, ensuring grant letters, contracts, agreements, and extensions are recorded and stored securely.
- Coordinate the issuing and tracking of project documentation, deadlines, and returns.
- Manage the projects mailbox and respond to enquiries, signposting or escalating where required.
- Work closely with the Aquaculture Development Officers to ensure consistent, aligned project support.
4. Project Monitoring & Reporting
- Support the quarterly reporting cycle, gathering updates from partners and completing initial reviews of submitted information.
- Monitor project progress to ensure alignment with agreed objectives and deliverables.
- Identify issues early and liaise with internal colleagues or partners to resolve them.
5. CRM Management & Information Handling
- Maintain accurate CRM records for all project activity.
- Ensure that project and financial data is complete, consistent, and compliant with data protection requirements.
- Produce summary reports and extracts as needed by the team.
6. Continuous Improvement & Organisational Contribution
- Identify opportunities to streamline, update, and strengthen processes and systems.
- Implement improvements in collaboration with the Finance Manager and wider team.
- Share good practice from across the sector and contribute to developing SAIC’s internal frameworks.
- Uphold SAIC’s values of support, agility, integrity, and collaboration.
ESSENTIAL CRITERIA
- Educated to HNC level or equivalent experience in Finance, Business Administration, or a related discipline.
- Minimum two years’ experience in a finance, administration, or project coordination role.
- Strong numerical and analytical skills with high attention to detail.
- Strong organisational and time‑management skills with the ability to meet tight deadlines.
- Excellent written and verbal communication skills.
- Ability to work independently and collaboratively across teams.
- High level of integrity and confidentiality when handling financial information.
DESIRABLE CRITERIA
- Experience working in innovation, research, aquaculture, or related sectors.
- Understanding of grant funding, research finance, or project reporting frameworks.
- Experience coordinating project documentation or governance processes.
- Proficiency with CRM systems and information management tools.
- Knowledge of financial compliance or audit requirements.
Pay: Up to £27,600.00 per year
Benefits:
- Company pension
- Work from home
Work Location: Hybrid remote in Scotland (Scotland)
