Finance and Administration Specialist

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

Job purpose                       

Please provide a summary of the purpose and objective of the job.

The primary role is to provide administrative and accounting services compilation and consolidation of financial information for reporting, analysis and statements.  The position proactively maintains financial integrity through sound account reconciliation

Major accountabilities

Identify 5-6 major accountabilities of the job (not the employee). Describe these accountabilities by what is to be accomplished, how and why. Use action verbs to begin each sentence. Avoid the use of acronyms. Include the approximate percentage of time spent on each accountability. The percentages below should sum up to 100.

Major Accountabilities

Percentage

• Accounting and Records Keeping Controls
• Prepare reconciliation of balance sheet accounts assigned and maintain current status of the accounts in accordance with the local Accounts Reconciliation Guidelines. This will include analysis of related income statement, notional, revaluation, control and suspense accounts.  Any issuance found are properly addressed or if not, endorse for timely escalation to higher management.
• Process adjustment to clear reconciling/suspense items and close control accounts keeping in mind that some adjustments must be carried out during the monthly five-day close.
• Cash advance liquidation expenses processing, recording and validation of adequate documents for BIR purposes.

35%

• Internal Control
• Business continuity plans
  • Participate in annual testing
• Documentation of organizational and procedural controls
  • Timely updates assigned users manual, obtaining appropriate approvals, and recommending critical processes needing documentation.
• Protection of Assets
  • Participate in the annual count and inspection of fixed assets bearing in mind compliance with accounting standards and company policies.

15%

• Management and Regulatory Reporting
• Ensure completeness of reports processed and analyzed for submission to external auditors, Insurance Commission, and the Bureau of Internal Revenue such as:
  • Bank reconciliation worksheets
  • Lapsing Schedules of fixed assets
• Review Financial Budget Proposals and Reports
  • Review the financials of submitted program proposals and regular update reports

15%

• Office Administration
  • In charge of all administrative functions for proper office management.
  • Ensures maintenance, safekeeping and accurate inventory of all Foundation equipment and supplies.
  • Processes various permits, requirements, and accreditations.

• Processes cash advance requests, reimbursements, billing statements and check payment requests in accordance with approved budgets and disbursements.
• Processes and ensures timely liquidation of all cash advance.
• Ensures timely disbursements of check payments to suppliers, partners, and donors.
• Maintains accurate and up-to-date transaction logs and financial records, including but not limited to: revenue and expense disbursements, cash advance, liquidations, check payments, and others.

Internal and External Correspondences

• Liaises with partners on check pickups, Official Receipt issuance, and certificates of donation where applicable.
• Ensures proper correspondence with donors for incoming donations and corresponding issuance of Official Receipts
• Performs correspondence and promotes mutually beneficial relationships with government agencies, non-profit organizations, potential partners and suppliers.
• Answers general questions about the Foundation.
• Performs other tasks as may be required from time to time.

20%

Record-Keeping and Database Management

• Ensures complete and accurate filing of all contracts, reports, proposals, and pertinent Foundation documents.
• Develops, manages, and maintains up-to-date database of partners, donors, suppliers, government agencies, and other contacts.
• Tracks the Foundation's work status vis a vis set metrics.
• Coordinates with related departments in tracking media mileage for all press releases.

Assists the Executive Director in the preparation of reports and budgets

15%

Specialized knowledge

List specific types of technical or professional skills and knowledge required for the job.

• University degree in Accounting; CPA qualification will be an advantage.
• At least 3 years of accounting experience, preferably with 1 year of experience in Financial reporting and internal or external audit 
• Ability to pay attention to details in an accounting environment.
• Ability to solve problems on his/her own or by working with others.
• Familiarity of PFRS and BIR Revenue Regulation.
• Excellent organizational and time management skills, good attention to detail

Problem solving

Outline problem solving requirements in terms of how standardized, varied, complex and interdependent problems and issues are typically faced by this job.  Provide examples if necessary.

• Ability to immediately report and address any control or compliance issues.
• Manage the Foundation’s finances and operate within the approved budget.
• On Office Administration function, it is imperative that the individual is organized, can learn quickly on the job and can keep abreast with the regulatory requirements of the Foundation. Can  communicate well with both in internal and external stakeholders. Can manage time well and manage deadlines.

Education and experience

Indicate the minimum education level and years of relevant experience required to perform the work.  Include specific professional designations, licenses, registrations, if applicable.

Education

• Bachelor’s degree holder in Accounting; CPA qualification will be an advantage.

Experience:

• At least 3 years of accounting experience, preferably with 1 year of experience in Financial reporting and internal or external audit 
• Familiarity of PFRS and BIR Revenue Regulation.

Job Category:

Posting End Date: