Program/Project Finance Officer

Job Title: Program/Project Finance Officer (Fixed-Term)

Field/Region: Tacloban Office

Location: Tacloban

Reports To: Area Program Manager and Senior Finance Officer

(PHILIPPINE NATIONAL ONLY)

The Program/Project Finance Officer (FO) reports directly to the Senior Finance Officer. S/he is responsible for the efficient monitoring and recording of financial transactions, results and performance. S/he monitors and ensures the implementation of FH policies, guidelines, and procedures in the Area Program or CO for the effective utilization of FH financial resources. S/he provides timely, reliable, and relevant financial information to area management. S/he assists in the local audit and preparation of the annual and forecast budgets of the Area Program.

Principal Responsibilities

Financial Management and Reporting

1. Responsible for the timely processing of all area program’s financial transactions, effective maintenance of appropriate financial records, and preparation of financial reports as requested by the area program manager.

● Conducts a thorough review of all forwarded approved requests for payment to area program finance. Ensures that appropriate details and original supporting documents are attached and, within the budget allocation and FH policies, guidelines, and procedures have complied. Ensures the timely payment processing of requests for payment.

● Reviews expense reports and liquidation and verifies the authenticity and completeness of the receipts and other supporting documents before processing accordingly.

● Files all vouchers and supporting documents and ensures their availability for reference during audits.

2. Implements plans, policies, and procedures for controlling, monitoring, and reporting financial operations in the assigned region/ project.

● Ensure proper fund utilization, report accurate financial transactions, and suggest realignment of funds.

● Oversees actual expenses against budget of the area program and provides reports using the internal budget monitoring tool of specific programs/projects of the assigned region /project. Provides real-time feedback to the area program of reconciling items for realignment or comments on the variance between forecast vs. actual, while waiting for the official reports from Power BI.

3. Submits prescribed program/ project reports

● Submits weekly journal import to SFO for review and upload to MS Dynamics.

● Ensures the timely and proper submission of the following to the Finance:

o Petty Cash / revolving fund replenishment by the custodians;

● Expense reports and liquidations of the cash advances by the FHP Staff and/or third parties Facilitates the proper management of bank accounts, timely requests for fund transfers from FH dollar bank account to peso bank account, and other fund transfer requests as needed

● Prepares monthly bank reconciliation and submits to Finance Manager after posting revaluations to grant accurate balances for both USD and local currencies.

● Reconciles monthly balance sheet accounts and submits to the Senior Finance Officer for consolidation.

● Conducts due diligence and validates amounts, specifications, terms, and conditions specified in the quotation /canvass of incoming contracts and purchase orders.

● Submits weekly cash position report to Senior Finance Officer if such Area Program maintains its bank account for consolidation and submission to Finance Manager.

Audit and Risk Compliance

1. Assists in the local and international audit by providing required reports /documents

2. Ensures that systems, policies, and procedures are properly implemented in Area of operations to strengthen safety and security of all AP staff and FH resources

3. Actively identifies, mitigates, and monitors all risks to the organization and initiates corrective action where organizational gaps or weaknesses heighten risk.

Administrative

1. Sets up and maintains an effective and up to date filing system accessible by relevant users (e,g. M&E, Senior Leaders)

2. Checks and cash advances and ensures that these are properly liquidated according to Finance Policies and guidelines

3. Prepares monthly report for the sector

4. Submits other report as required by APM, PD, Finance, HR

5. Supports and attends to all organizational functions and event

Other duties as assigned