Admin & Finance Assistant

The USAID-funded Clean Cities Blue Ocean (CCBO) project in the USA, implemented by Tetra Tech International Development, is currently accepting expressions of interest for Admin and Finance Assistant. This position will be located in Manila, Philippines.

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The Admin and Finance Assistant will provide administrative and finance support to the Admin Finance Manager and will provide ad-hoc logistical support around Manila.

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Responsibilities:

Finance and Accounting:

* Review all payment requests for goods and services. Ensure payment request packages are accurate, complete, and in compliance with applicable financial regulations, policies, and administrative practices and guidelines.

* Maintains program finance and accounting records in accordance with Tetra Tech requirements. Enters all transactions into Salesforce to generate a Disbursement Voucher (DV) and QuickBooks (QB) to record the payment.

* Updates the DV to reflect when the transaction is paid and posted entering the check or transfer reference number. Prints and saves electronic copies of each transaction, ensuring that both sets are complete.

* Prepares salary payments, by calculating the required statutory deductions, and remits those in a timely manner to designated government office or identified recipient.

* Reviews and processes all approved program travel and activity expense advances.

* Reviews and processes expense reports and reconciled these against all outstanding advances.

* Scans copies of all finance transactions including full backup documents and saves completed copies in designated folder in Egnyte.

* Ensures all expenses, payments, receipts, bank reconciliations, and any other required financial data are entered in a timely fashion in QB following our chart of accounts.

* When new long-term employees, consultants, and subcontracts are executed, initiates the Commitment Setup form to activate new account activation in QB.

* During annual financial audits, provides requested financial documents to the auditors, upon the request of the Finance Manager.

* Completes monthly finance checklist and saves in Egnyte for review by Finance Manager and approval by Country Director.

* Serves as petty cash custodian. Records all disbursements, settlements, and replenishments. Participates in regular petty cash counts.

Administration:

* Liaises with vendors to book domestic ground transportation, air travel, and hotel stays for staff, consultants, and partners, for approved official travel authorized by the Manila office. Files all travel documents in Egnyte.

* Collects all timesheets and leave forms from staff on the 15th and last day of the month and saves them to Egnyte. Updates leave tracker so balances are always current.

* Keeps staff lists updated including phone tree lists and emergency contacts. Provides safety and security updates as requested.

* Provides ad-hoc logistical support around Manila. May include hiring couriers to take documents around Manila, or running errands needed for office function, such as going to the bank or other government agencies.

* Other duties as assigned.

Quaifications:

* University degree in Accountancy, Business administration or similar field.

* Minimum of three (3) years’ experience in an equivalent position (i.e. in a fast-paced and dynamic office environment). Additional relevant experience may substitute for the degrees mentioned above.

* Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues. Must be capable of working both individually and as part of a team. Must also be able to create a supportive working relationship among all project teams.

* Excellent Language proficiency in spoken and written English and Filipino.