Finance and Logistics Officer

POSITION SUMMARY

Working with the supervision of the Director of Administration and Finance, the Finance and Logistics Officer is responsible for providing finance and logistical support to their respective region’s project(s). S/he will ensure compliance to finance and logistics procedures, ensure sound management of the donor funds, track expenditures, work with the program staff and stakeholders during program visits/activities. The positions will be based in Cebu City and Iloilo City and will be working closely with the Finance Officer and Procurement and Logistics Officer based at the country office.

MAJOR ACCOUNTABILITIES

Finance and Accounting

• Financial data entry and prepare financial reports in QuickBooks;
• Ensure payments with supporting documentation to service providers and reimbursements to employees are completed and compliant with ICAP’s Standard Operating Procedures and donor rules and regulations.
• Ensure receipts and financial documents are correct and submitted for approval to concerned signatories.
• Ensure archiving and organization of financial records are according to the required standards.
• Support the regular financial forecasting in line with program activities.
• Adhere to systems that address compliance reviews from audits and/or ICAP NY finance department.
• Ensure taxes and other government dues are paid monthly and within the deadline.
• Provide finance training to partners/stakeholders at least twice during the project period; at the start of the project and/or when the project is on-going or end of the project
• Provide finance support to ICAP hired staff assigned in project facilities (e.g., disbursement of operational cash advances/payments and process their liquidation as required)
• All other duties assigned by supervisor.

Logistics

• Ensure processing of procurement of project supplies and materials, training materials, training venues, catering services etc. are in accordance with the Standard Operating Procedures and donor requirements.
• Ensure archiving and safekeeping of support documents of assets, distribution reports and other documents relating to the procurement process are in place.
• Ensure that goods, equipment, supplies are replenished on a timely manner.
• Maintain file or record of suppliers.
• update information on ICAP’s Vendor Management system.
• Support the forecasting/budgeting process of the project.
• Ensure concerns of transportation requirement of staff, mobilization of project supplies for distribution, training and workshops, observance of safety and security protocols are addressed.
• Ensure proper housekeeping of electronic files, physical and project assets are accounted for.
• Perform other related duties as directed.

EDUCATION

Graduate of bachelor’s degree in Business Management, Accountancy or another related field.

REQUIRED QUALIFICATIONS:

• A minimum of 5 years’ experience in Finance, procurement, supply chain and logistics preferably with health care.
• Experience with government reporting requirements with the revenue authority, social security, Phil Health, HDMF, local government is desirable.
• Experience with budgeting and financial monitoring with the project budgets.
• Demonstrated ability to manage timely procurement and delivery of items with tight deadlines.
• Experience with USG procurement policies, procedures and practices is desirable.
• Prior experience with donor funded projects dealing with TB and HIV/AIDS prevention, care and treatment is desirable.
• Prior experience with Laboratory (consumables and equipment related to HIV diagnosis and treatment monitoring) or Survey related procurement is also desirable.
• Proficiency in relevant computer applications: MS Word, Excel, PowerPoint, Outlook, internet etc.
• Able to function independently; results oriented and detail oriented.
• Strong organizational and analytical skills, good attention to detail.
• Ability to problem solve and work as part of a team.
• Fluent in English and Filipino.

TRAVEL REQUIREMENTS

Domestic travel to project sites/partners as needed.