Finance

Role Overview

Manages Zera's financial planning, budgeting, cash flow, and reporting. Ensures financial sustainability and compliance through accurate forecasting, policy enforcement, and timely reporting to leadership and auditors.

Key Responsibilities

• Prepare and manage annual budgets and forecasts
• Oversee cash flow and capital expenditure planning
• Develop and enforce financial policies for student parents
• Produce monthly and yearly financial reports
• Coordinate with Account for reconciliation and closing
• Support audit processes

Processes

FN01 — Annual Budgeting & Forecasting

Frequency: yearly Approval: Administrative Director Tools: spreadsheet / accounting software Coordinates with: all department heads, Account

1. Collect budget requests from all departments
2. Review historical spending and revenue data
3. Draft consolidated annual budget with revenue projections
4. Present budget to Administrative Director for review
5. Revise based on feedback
6. Finalise and distribute approved budget to departments
7. Set up budget tracking for the fiscal year

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FN02 — New Budget Request & Approval

Frequency: as needed Approval: Administrative Director Tools: spreadsheet / request form Coordinates with: requesting department, Account

1. Receive budget request from department head with justification
2. Verify request against current budget allocation
3. Assess available funds and impact on overall budget
4. Prepare recommendation (approve / reject / adjust)
5. Submit to Administrative Director for approval
6. Notify requesting department of outcome
7. Update budget tracker if approved

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FN03 — CAPEX Planning

Frequency: yearly / as needed Approval: Administrative Director Tools: spreadsheet Coordinates with: Operations, department heads

1. Collect capital expenditure requests from departments
2. Evaluate each request against strategic priorities
3. Estimate costs and expected useful life of assets
4. Prioritise and compile CAPEX plan
5. Present CAPEX plan to Administrative Director
6. Approve and schedule procurement timeline
7. Monitor CAPEX spending against plan throughout the year

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FN04 — Cashflow Forecast

Frequency: monthly Approval: Administrative Director Tools: spreadsheet / accounting software Coordinates with: Account, Admission Office

1. Gather projected income (tuition collections, fees) from Account
2. Gather projected expenses (payroll, vendor payments, CAPEX)
3. Map inflows and outflows across the forecast period
4. Identify potential shortfalls or surplus periods
5. Propose actions for shortfall periods (e.g. collection push, defer payments)
6. Submit forecast to Administrative Director
7. Update forecast monthly with actuals

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FN05 — Policy for Student Parents

Frequency: yearly review / as needed Approval: Administrative Director Tools: document / Commun Coordinates with: Admission Office, Account, Student Service

1. Review existing financial policies (fee structure, payment terms, penalties)
2. Benchmark against peer international schools if needed
3. Draft updated policy document
4. Submit to Administrative Director for approval
5. Communicate approved policy to Admission Office for new parents
6. Publish policy on Commun for current parents
7. Ensure Account team applies policy consistently in billing

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FN06 — Monthly Closing and Management Report

Frequency: monthly Approval: Administrative Director Tools: accounting software / spreadsheet Coordinates with: Account

1. Confirm Account has completed month-end closing (AC25)
2. Review trial balance and financial statements
3. Analyse variances against budget
4. Prepare management report with commentary on key variances
5. Include cash flow position and collection status
6. Submit report to Administrative Director
7. File report for audit trail

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FN07 — Yearly Financial Report and Audit

Frequency: yearly Approval: Administrative Director Tools: accounting software / spreadsheet Coordinates with: Account, external auditors

1. Confirm Account has completed year-end closing and reconciliations
2. Prepare annual financial statements (P&L, balance sheet, cash flow)
3. Compile supporting schedules and documentation
4. Coordinate with external auditors on audit timeline
5. Provide auditors access to records and respond to queries
6. Review draft audit report and address findings
7. Finalise audited financial statements
8. Present to Administrative Director and leadership