Finance Manager

Job Title: Finance Manager

Field/Region: Philippines

Location: Manila

Reports: Operationally to Executive Director and functionally to the Asia Regional Finance Manager

Prepared By: Regional Finance Manager and International Finance Director

Prepared Date: 24 October 2019

(PHILIPPINE NATIONAL ONLY)

Values, Vision, and Purpose

At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat.” This includes our Values, Vision, and Purpose, which serve to guide who we are and how we work as an organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty.

Safeguarding Policy

FH Philippines (FHP) strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FHP holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FHP expects employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FHP work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. It is understood by the undersigned that violations of stated policies will be subject to corrective action up to and including termination of employment.

Position Purpose

The Finance Manager (FM) is responsible for financial management and compliance, functioning of internal controls and audit support; providing financial reports, cash flow, and bank management of the Field Office (FO). Through high-level analysis of past spending and projections, the FM provides key inputs and recommendations to Executive Director and Program Managers in the development of new budgets, as well as the effective management of current programs. He or she will ensure FO operations are in compliant with FH financial policies and procedures. The Finance Manager also supervise all FO Finance staffs in achieving these results.

This position reports operationally to the Executive Director with a functional report to the Asia Regional Finance Manager and occasionally to the GSC Finance on inquiries made directly by GSC Finance.

Responsibilities

*Please note: this job description is not design to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Key Result #1 – Financial management and compliance (30% of the time)

1. Develop, coordinate and implement plans for the control, monitoring and reporting of the country financial operations;
2. Cultivate and maintain an expertise on the rules and regulations of various donors and provide guidance in the area of donor compliance;
3. Maintain current knowledge of local government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements;
4. Review payments and ensure they are in compliance with FH policies before the approval by the Executive Director;
5. Lead the senior management and local training for MS Dynamics;
6. Ensure all financial transactions are timely process through the financial system.

Key Result #2 – Internal controls and Audit (20% of the time)

1. Perform regular check of FH/P’s accounting activities in all its site offices, including monthly reviews of financial transactions to check for appropriate documentation, correct account assignment and approvals;
2. Ensure adequate internal controls are in place, closely monitor all financial activities and keep the Executive Director advised of all situations which have the potential for a negative impact on internal controls or financial performance;
3. Take a leadership role in facilitating internal or external audits. Liaise with GSC Finance and Regional Finance and other stakeholders in the planning.
4. Take appropriate action with departments concerned to address audit findings and recommendations, follow through on action plan commitments and share all through the ED to the key levels or offices.
5. Communicate with regional office on all audit findings and seek resolution of the finding before the auditors complete audit field work

Key Result #3 – Budget management and cash management (25% of the time)

1. Support all department in strategic and routine budget management; Maintain and update periodic budget forecasting system with Programs;
2. Provide analysis to ensure all cost are well estimated and provided for in new budget proposals or a budget revisions;
3. Perform high-level analysis of spending vs budget and planned cash flow to point out potential over/underspending areas.
4. Monitor monthly cash flow, and work with program staff and other department to develop accurate and timely cash flow projections and ensure the forecast budget in financial system is revised accordingly
5. Monitor and assess cash levels in country offices vis-à-vis spending plans, contractual commitments, etc. to ensure sufficient operational funds are available, vendors and labor payments are made promptly upon receipt of necessary justification documentation.
6. Ensure regular contact with local bank management on routine operational matters with country offices including negotiation of exchange rate, timely e-Banking services and efficient processing of all bank transactions.
7. Enforce compliance with FH Finance policy on program advances, credit terms, credit cards and use of bank payment instruments on all FO operations.

Key Result #4 – Financial reporting and Analysis (internal and external) (15% of the time)

1. Ensure timely financial closing process in MS Dynamics (review, upload and post monthly journals);
2. Ensure that, Bank account reconciliations are completed on timely basis and that Financial Statement (country standard report) and supporting data are reviewed and produced on a monthly basis;
3. Consolidate monthly financial reports to provide project managers with timely reports on fiscal health, including revenue/expenditure reports, expense reports by grant and budget variance reports, among others;
4. External: Direct the preparation of, reviews and approves all donor financial reports in respect to accounting, legal and contractual requirements and ensures the review of such reports by the Executive Director prior to submission;
5. Fully respond on all the reviews at any time from the RFM, the Global Finance or National Organization (NO) directed to the FM due to urgency copy RFM and ED or head or the programs.

Key Result #5 – Leadership and management (10% of the time)

1. Provide direction to the Finance Department and manage the Finance Team to follow routine weekly and monthly schedules and meet deadlines;
2. Manage finance staff travel and vacation to coordinate staff absences to avoid gaps and minimize risks in key responsibility areas;
3. Identify capacity development needs within the department and organize appropriate trainings.

Qualifications: To perform this job successfully, an individual must be able to perform

each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• A commitment to serving the poor and in full agreement with FH’s foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose;
• Excellent people skills including warmth and sensitivity, conversational, able to relate to and effectively communicate with people from different cultures (at various levels within the organization);
• High integrity and a strong sense of professional ethics;
• Practical experience in using wide range of accounting software including MS Dynamics 365 and fluent operation level;
• Proven experience in treasury activities, establishment and monitoring of budgets, and understanding of data processing concepts and systems;
• Demonstrated ability in analyzing financial documents, projections, expenditures, and accruals;
• Demonstrated computer operating skills, including proficiency in Microsoft office products, Google platforms, virtual technologies such as skype and/or GoToMeeting;
• Able to self-manage a diverse and dynamics set of responsibilities, proactively solve problems and/or suggest viable while advancing goals and objectives;
• Strong people management skills/interpersonal skills with the ability to motivate, teach and mentor staff;
• Ability to interact positively with all levels of the organization and across organization and cultural boundaries.
• Ability to travel up to 5% of time per year within the Country (FHP field offices) and internationally, to insecure countries or locations

Education and Experience: Master’s degree (MBA) in Financial Accounting; Professional Accounting Qualification such as ACCA or CPA a plus; six years related experience in a similar or senior finance position with an International NGO, significant experience in grant finance accounting, or equivalent combination of education and experience.

Supervisor Responsibilities: Directly supervises staff. Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints, resolving problems, etc.

Language: Proficiency in spoken and written English. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.