Admin and Finance Coordinator – Manila (International)

Duration : 12 months Start date : ASAP

You’ll contribute to ending world hunger by …

• To assure financial transparency and the optimized management of the financial resources of the missions, fulfilling at all time with Action Against Hunger internal procedures.
• To control and mitigate the financial risks of the Organization.
• To support and develop the staff of the Finance department in the mission or order to achieve an optimal management of the project cycle from a financial point of view, with a strict respect to the donor guidelines.
• To assure fully trained and motivated teams.

Key activities in your role will include

Objective 1: Mission Financial Management

• To assure the financial equilibrium of the mission according to its yearly financial objectives.
• To follow the financial planning and of the mission through the standard financial management tool (FMT) and update it on a monthly basis.
• To carry an exhaustive analysis and control of the coverage plan (CCP: Cost Coverage Plan) and monitor the cost structure of the mission.
• Assure the monthly delivery of updates of monthly budget follow ups (BFU) to the coordination team, Head of Bases and administrative teams. Ensure the full involvement of all departments.
• Elaborate the budget for the proposals or reformulations of the signed contracts, as well as the financial reports of the missions, assuring the delivery on time to HQ for its submission to donors.
• Follow up and analysis of all Mission’s financial risks and propose recommendations to minimize financial risks
• Supervise the control on local partner expenditure (based on their contracts / budgets) in coordination with HoB and HoP and head of departments and provide timely feedback and recommendations to take corrective measures as needed

Objective 2: Mission Treasury and Accountancy Supervision

• Supervise and validate the monthly closing of the accountancy, following the controls defined in the “Balance sheet reporting” document of the mission and according to the established deadlines.
• Assure the respect of the administrative and financial procedures established by Action Against Hunger and the donors.
• Define the treasury flows in the mission Cash Management Policy and supervise its correct implementation.
• Control the treasury level to the minimum operational
• Assure the correct and punctual delivery of the fortnightly treasury forecast.
• Prepare the treasury advance requests for all contract not yet signed (Z2).
• Follow up of all payments received at mission level.
• Manage relationship with banks.

Objective 3: Administrative management of the mission

• Verify and control the respect of the expenditure authorization procedure.
• Control and supervision of the respect of any rule regarding the quality and archiving of all administrative and financial documentation according to Action Against Hunger and donor guidelines.
• Represent the mission in front of the administrative representatives of other international and national organizations in-country.
• Assure the respect of local law and any tax obligation by the mission. Follow up of Action Against Hunger’s national framework agreement in-country.
• Initiate and/or develop relationships with local authorities for any financial related matter.
• Plan and follow up of internal and external audits in coordination with headquarters.

Objective 4: Relationship with counterparts

• Train partners on Action Against Hunger’s accounting and financial procedures.
• Coordinate the supervision and integration of the partner’s invoices and transaction of the partners.
• Coordinate the consolidated financial reports sent by partners.
• Follow up of any treasury request by any partner.

Objective 5: Management of the mission Administrative and Finance teams

• Retention, motivation and prof. development
  • Plan, develop and assure a correct team structure for the Finance department in the mission
  • Assure the motivation, communication and coordination within the Finance team.
  • Solve any possible interpersonal conflict if needed.
  • Ensure ER response readiness of finance department team and process
• Evaluation of staff: Conduct the evaluations of the team under his/her responsibility and assurer that all evaluations of the Finance team are done.
• Training of Staff
  • Contribute to the draft and follow up of any individual action plan of the department.
  • Identify the needs of training of the Finance team in coordination with HR department.
• Management of Security
  • Respect the security plan and follow up of the respect of these rules by the Finance team.
  • Communicate to the security focal point any security-linked information if needed.

Objective 6: Human resources management: In the absence of a HR Coordinator, assure the interim role.

Do you meet the profile required criteria?

• Training: Finance
• Technical Knowledge:
  • Higher education in management, economics or any related field.
  • Profound knowledge of donor guidelines.
• Previous experience:
  • Minimum 2 years previous experience in financial management and at least 1 year in the humanitarian sector.
  • Experience in the preparation of budgets, financial reports, financial project follow up and audit reports.
  • HR managerial skills
• Humanitarian sector knowledge:
  • International experience.
  • Demonstrated capacity to work in multicultural environments.
  • Good communication skills.
  • Proved team-work experience and of coordination of staff under its supervision.
• Language: English
• IT system: MS Office very strong command. Advanced level of Excel. Experience with accounting programs like SAGA, Agresso or others.

Our remuneration package:

We offer immediate incorporation to a dynamic international network with the following remuneration package:

• Duty Station : Philippines – not a family duty station position
• Salary: according to Action Against Hunger salary scale and according to candidate’s previous experience.
• Candidates may be contacted for other suitable positions within Action Against Hunger.
• Due to the high-number of application received, only potential applicants will be contacted.
• Applications will be assessed and vacancy might be closed before the end of the announcement as per qualifications availability.

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.