Finance Officer (for Philippines Program)-open for Filipino Nationals only

Recruitment Reference: HIPIN/MANI/2022/002

Handicap International Federation runs missions under its operating name, Humanity & Inclusion (HI) is an independent international aid organization working in situations of poverty, exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups in 60 countries, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

CONTEXT and MISSION: Reporting to the Finance Manager, to ensure effective financial management and produce quality financial information. He/She is responsible for the regular bookkeeping of the cash boxes, keeping the advances ledger, checking supporting documents, preparing payments, and compliance with the organization’s standards, donor rules, and the country’s regulatory framework.

Line Manager: Finance Manager

Duty Station: Makati with travels to HI areas of interventions

Duration: 12 months

Mission/Responsibilities: Responsibility 1 : Makes payments and pays advances

• Pays in and disburses money from the cash boxes for which he or she is responsible and records the movements in a cash ledger.
• Pays advances, records them in an advance ledger and clears them.
• Regularly checks the cashbox balances against the cash ledger and the advances ledger.
• Monitors the availability of cash in the cash boxes and alerts the Finance Manager if there is a risk of shortage.
• Prepares cheques and bank transfer orders, submits them to the bank signatories and keeps a copy.
• Monitors the number of chequebooks available and orders new ones as necessary.
• Adheres to security and safekeeping procedures and alerts his or her supervisor in the event of an incident.
• Carries out cash inventories and informs the accountant of any outstanding advances at closing of accounts.

Responsibility 2 : Ensures the quality and availability of supporting documents

• Checks the admissibility of the supporting documents with regard to HI and country rules and transmits these supporting documents to the accountant for recording in the accounting Information System (IS) and archiving.
• Monitors advances and their supporting documents.
• Prepares any supporting documents asked for by internal or external auditors.
• Responsible for updating bank signatories and be the contact for bank on administrative and finance question

Responsibility 3: Ensures the organization is in compliance on the application of taxes with the suppliers or service providers

• Prepare manual BIR certificate of withholding tax (2307 form) every payment and register suppliers in the BIR software at the end of the month.
• Prepare monthly BIR remittance of expanded withholding tax and BIR alphalist of suppliers.

Responsibility 4 : Contributes to financial and budget management

• Participates in the construction and adjustment of budgets with the budget holders. Provides budget holders with regular budget monitoring reports and assists them in the use of tools.
• Produces and updates resource allocation tables (human, logistical, etc.) and communicates them to the departments concerned.
• Integrates budget adjustments into the budget monitoring tools and enters cost-accounting modifications into the Financial Information System (FIS).
• Contributes towards optimising the use of HI’s own funds.
• Adheres to the deadlines in HI’s financial calendar.
• Consolidate cash flow needs within his or her area of responsibility.
• Prepares responses to questions from internal and external auditors.

Responsibility 5 : Contributes to the financial management of institutional funding in compliance with “donor” guidelines and contractual obligations

• Assists with the drafting of funding proposals for institutional donors; compiles multi-programme proposals when the programme is lead.
• Optimises funding schedules (coverage of office and support costs) in the drafting or revision of institutional funding proposals.
• Ensures that donor obligations are realistic and compatible with HI procedures (payment dates and methods and financial reports, methods for justifying expenditure, exchange rates, audits, etc.)
• Informs budget holders of institutional donors’ financial rules and verifies their application.
• Verifies funding expenditure monitoring and provides budget holders with donor budget monitoring reports. He or she monitors consumption rates, issues alerts in the event of a risk of non-compliance with flexibility rules and anticipates slippage by preparing contractual amendments with his or her interlocutors.
• Produces financial reports for institutional donors in conformity with donor guidelines.
• Prepares payment requests for donors and informs his or her line-manager .
• Enters information concerning donor contracts into the FIS: donor budgets, cost-accounting and budget modifications, schedules, reports, etc.
• Prepares responses to questions from internal and external auditors.
• Archives the budgets and financial reports shared with institutional donors (with an internal and external version) in the dedicated storage spaces.

PROFILE: Qualification(s) and Experience(s):

• Bachelor in financial field or any relevant field in line with the position
• Proficient in English language (level B1)
• At least 3 years within similar position (1 – 2 years preferable within humanitariansectors INGOs)

Skills:

• Cashflow management (Practice)
• Accounts & tax management (practice);
• Financial and budget management (practice);
• Financial management of institutional funding (Expert);
• Experience in donor reporting or audit management
• Risks management (Knows)
• Internal control (Practice)
• Microsoft excel
• Working as part of a team/network, cooperating
• Ability to give and receive constructive feedback;
• Resilience to stress and uncertainty
• Organised, solution-oriented, adaptable
• Excellent interpersonal skills
• Able to manage stress
• Honest and committed