FINANCE OFFICER

Islamic Relief

BASE LOCATION: Country Office Cotabato-Philippines

REPORTING TO: Finance Manager

Job Description:

Financial Accounting and Management:

  • Ensure that all financial transactions are carried out and recorded in accordance with IRPH and IRW procedures and policies.
  • Prepare cheques and online payments for review by the finance manager in compliance with the IRPH and IRW, Philippine Financial Reporting Standards (PFRS), acceptable international accounting standards (IAS), donor policies and regulations, with correct budget coding and supporting documentation.
  • Petty cash management and custody
  • Preparation and prompt settlement of statutory and other payroll deductions i.e. SSS, HDMF, PHIC, Withholding tax, etc.
  • Preparation of the monthly reports for review by the Finance Manager by 5th of every month ensuring accuracy of the data.
  • Cash flow management and bank reconciliation for IRPH.
  • Maintain banking relationship and act as the primary liaison person.
  • Reviewing Travel Expense Bill (TEBs) for accuracy before approval by Line Managers
  • Ensuring proper books of accounts are kept and maintaining a sound archiving (filing and retrieval) system.
  • Preparations of year end accruals and monthly reconciliation of the accruals and make journals where necessary.
  • Preparation of the payroll journal and monthly reconciliation
  • Any other reasonable duty assigned by management.

Budgeting:

  • Work with program staff in budget phasing and revising grant budgets to support realignments to ensure adequate coverage of country operating costs.
  • Assist the Finance Manager in developing annual budgets and maintain master budget for the Philippine Country Office.
  • Assist the Finance Manager in the preparation, revision and maintenance of country office Operating Budget and quarterly re-forecasts.
  • Manage the project and master budgets in accordance with the approved budget through Budget Vs Actuals and other monitoring tools applicable.
  • Provide variance analysis and justifications monthly in coordination with program and operation team.
  • Work closely with operation and program team to assess project spending is in line with program implementations and work plan.

Reporting:

  • Assist Finance Manager with the preparation of project monthly BvA reports
  • Prepare Monthly Fund Reports and all other reporting requirements and submit to Finance Manager for review.
  • Work with partners, develop their capacity on budgeting, financial management, internal controls, reporting and audit plan and executions.
  • Enforce donor policies and procedures across all projects.

Compliance:

  • Ensure adherence to IRW, IRPH and donor budgeting/grant policies and procedures.
  • Promptly inform the Finance Manager of any areas of concern of potential or suspected violations of policies and procedures.
  • Ensure that all IRPH budgeting practices are compliant with IRW and donor policies, statutory laws of the Philippine Government.
  • Ensure project spending is in line with the approved budget.
  • Monitor projects financial transactions and spending and ensure all are in compliance with donor and IRW financial management policies and procedures.
  • Report suspected fraud, misuse of funds, wrong doings related to the project to management as per the policy.

Grant Management:

  • Work with program staff to update grant spending plans/budget forecasts on a monthly basis.
  • Ensure proper documentations on project charging including any adjustments made on project charging.
  • Preparation of Budget versus Actual reports on a monthly basis in donor currency to ensure maximum utilization of budgeted amounts and to provide recommendations on the spending status and for realignments as required.
  • Advise for any possible FOREX loss or gains

Training and & Outreach:

  • Assist in providing training and support for the country office program and operational staff on proposal budgets, revisions and pipeline and spending plan reports.
  • Provide input to Finance Manager in identifying training needs in the area of Budgeting and Grant management for non-finance staff.
  • Lead refresher training programs for Field and Program Coordinators, Program/Project Managers, and Partners to ensure staff are aware of their roles and responsibilities in budgeting and grant management and are updated with new procedures.

Staff Management:

  • Supervision of the Finance Assistants based in the country office.
  • Establish annual performance objectives for direct reports.
  • Ensure direct reports establish timely annual performance objectives for their staff.
  • In consultation with the Finance Manager, seek out training opportunities to further professional knowledge and experience.

Audits and record keeping

  • Support Finance Manager in the preparation of audit requirements.
  • Preparation of various supporting schedules to the financial statements to facilitate annual audit and assist in the fieldwork process.
  • Ensure audit planning and execution will be done on time.
  • Work on repose of audit observation and findings.
  • Participate on grant/contract documents verifications.
  • Keep all updated finance and budget related records and upload on the server/box for access to the team.

PERSONAL SPECIFICATION:

Essential:

  • 5 years of experience as a qualified Accountant (ACCA/ ACA/ CIMA/ CPA/ CCAB) or equivalent internationally recognized accounting qualification with various International NGOs in Philippines/developing countries
  • Excellent communication skills with the ability to present financial matters to non-financial managers and write and discuss proposals and budgets and grant administration in English with institutional donors and other relevant parties
  • Experience in financial accounting and management with INGOs.
  • Ability to manage and supervise finance and non-finance staff in multiple and remote locations
  • Proficiency in accounting software specially with the use Microsoft Dynamics (AX)
  • Proficient in MS Excel, Word and PowerPoint and Data Analysis
  • Proficient in analyzing financial figures
  • Ability to adapt to new situations and needs
  • Willing to travel to remote locations

Skills:

  • Good interpersonal skills including the ability to listen, sensitivity to other peoples’ views and perspectives, and conflict resolution.
  • Experience and excellent budget development skills for donors like ECHO, DFID, SIDA etc
  • Strategic leadership skills
  • Good organisational skills and a practical knowledge of support service management
  • Excellent skills in using MS Excel
  • An ability to work under pressure with limited support.

Desirable

  • FMD Pro Certification

How to apply

Interested applicants should send their CV with a cover letter on or before **18 June 2022,**to [email protected] with email subject or reference: Finance Officer Application.

Islamic Relief Worldwide is a humanitarian and development organization and working in livelihood WASH, and DRR sectors in line with our vision of a caring world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others. We work regardless of ethnicity, religion, political affiliation, or gender.

Selection will be based on application letter, CV, interview, and other relevant documents (as requested). Only short-listed applicants will be contacted.

Walk-in applicants and applications sent through Islamic Relief Philippines social media account i.e., Facebook, will not be entertained.

As the position needs to be filled in on an urgent basis, therefore, we may stop receiving applications as soon as there are applicants suitable for the position.