THE ASIA FOUNDATION PHILIPPINES

Position Description

TITLE: Program Finance and Budget Officer UNIT: Program Finance and Budget

REPORTS TO: Senior Program Finance & Budget Officer SUPERVISES: (N/A)

SUMMARY OF POSITION RESPONSIBILITIES

The Program Finance and Budget Officer will manage an assigned portfolio of multi-million awards and projects from government, bilateral, multilateral, and private donors, to ensure full compliance with award agreement clauses and budget, donor financial reporting, monitoring, and reporting compliance both internally and externally.

RELATIONSHIPS

Internal

Regular contact with all Foundation staff. S/he will also be in regular contact with Headquarters’ Public Sector Development Services (PSDS) team when doing budget proposals and award amendments; and with Program Finance Group (PFG) when submitting financial reports for review and approval as well as updating the internal TAF225s for realignment and budget monitoring.

External

Contact with auditors and donors as needed, as well as interaction with partners of the Foundation.

REQUIREMENTS

Experience

• Minimum 5 years of professional experience with a Master’s Degree, or 6 years of experience if no Master’s Degree.
• Minimum 3 years of Finance, Donor Compliance and Sub-recipient monitoring experience with an International Development Organization
• Previous experience with US Government and Non-US Government-funded projects is highly desirable.

Education

• Minimum of Bachelor’s Degree in Accounting, Managerial Accounting, Financial Management, or related field. A Certified Accountant is preferred but not required.

Others

• Excellent verbal and written communication skills in both English and Filipino
• Strong organizational and time management skills
• Effective at multi-tasking and maintaining a schedule
• Strong computer skills (MS Office, spreadsheets, and some database management)
• Strong attention to details and can work with minimal supervision
• Ability to work independently on multi-faceted tasks and meet deadlines.
• Good interpersonal and intercultural skills, including ability to work with and manage cross-cultural teams.
• Willingness to work and travel in the Foundation’s project areas.

POSITION ACCOUNTABILITIES

Program Finance:

• Responsible for ensuring quality and timely production of financial reports as required by the donors and the Foundation
• Assists the country teams in producing operational and strategic budgets and ensure support to program teams/project offices in donor fund management concerns
• Prepares and updates monthly spending projections and work with program staff to ensure that spending meets targets and approved workplans. Tracks and monitors individual project spending and performance and leads monthly spending projection meetings.
• Analyzes time charges of staff, updates, monitors, and gives timely reports on Level of Effort (LOE) charging for all staff.
• Contributes to financial monitoring discussion during the program review meetings
• Leads in the preparation of draft financial reports to donors as per the approved format and agreed timeframe with the program/unit, and coordinates with Program Finance Group (PFG) as needed
• Coordinates with PFG for any award budget related queries and/or submissions, e.g. review of financial reports and invoices, update of program budgets, cost transfers and co-funding reports, new award set-up and amendments, etc.
• Uploads award documents to Foundation’s Award Central 1.
• Maintains comprehensive, complete, and effective filing system of donor-supported programs.
• Reviews transaction documents of projects assigned by the supervisor and Senior Finance Manager

Proposal Budgets:

• In coordination with supervisor, prepares proposal budgets thru TAF225 and writes budget narratives as needed.
• Coordinates with PSDS for the review and approval of budget proposals.

Compliance:

• Reviews donor award agreements and ensures compliance by the Foundation to the policies, procedures, and reporting requirements – as well as monitoring of reporting deadlines.
• Assists in providing documents and information needed for internal and external audits

Administration:

• Reviews transaction documents related to administration and operating expenses

Others:

• Provides training to program, finance staff, and other staff on financial management practices, spending projections and other identified financial support needs.
• Performs other functions as maybe required by the Senior Management, and supervisor.