Senior Program Finance & Budget Officer

THE ASIA FOUNDATION PHILIPPINES

Position Description

TITLE: Senior Program Finance & Budget Officer

UNIT: Program Finance and Budget

REPORTS TO: Senior Finance Manager

SUPERVISES: PFB Officers

SUMMARY OF POSITION RESPONSIBILITIES

The Senior Program Finance & Budget Officer manages a team primarily assigned to monitor multi-million awards and projects from government, bilateral, multilateral, and private donors. This includes ensuring full compliance with award agreement clauses and budget, donor financial reporting, monitoring, and reporting compliance both internally and externally.

The Senior Officer serves as the team lead for the Program Finance and Budget unit which oversees award management for all government-funded and private-funded projects. S/he will coordinate, collaborate, and maintain a harmonious, professional, and respectful relationship with both internal and external parties including, but not limited to, Senior Management, the Foundation staff, all donors, external auditors, and other related organizations that do business with the project.

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. In addition, contact with Budget Services for country-budget related tasks.

External

Contact with different donor focal contact points, agreement and grant officers, agreement and grant officer representatives, portfolio managers, etc. Contact with auditors as needed, as well as interaction with partners of the Foundation.

REQUIREMENTS

Experience

• Minimum 8 years of professional experience with a Master’s Degree, or 10 years of experience if no Master’s Degree.
• Minimum 5 years of Finance, Donor Compliance and Sub-recipient monitoring experience with an International Development Organization
• Strong background in proposal and report writing, fundraising efforts
• 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

• Knowledge in rules and regulations of different funding agencies (USAID, DOS, US Embassy, DFAT, British Embassy, New Zealand Embassy, etc.)
• Excellent verbal and written communication skills in both English and Filipino
• Strong organizational and time management skills
• Strong computer skills (MS Office, spreadsheets, and database management)
• Ability to work independently on multi-faceted tasks and meet deadlines, while managing a team
• Good interpersonal and intercultural skills, including ability to work with and manage cross-cultural teams

POSITION ACCOUNTABILITIES

Program Finance:

• Mainly responsible for ensuring quality and timely production of financial reports as required by the donors and the Foundation.
• Assists the Senior Director for Finance in producing operational and strategic country budgets
• Conduct monthly spending projection meetings with program teams and contributes to financial monitoring discussion during the program review meetings
• Analyzes time charges of staff, updates, monitors, and gives timely reports on Level of Effort (LOE) charging for all staff.
• Leads in the ensuring that draft financial reports to donors are compliant as per the approved format and timeframe on the agreement
• Reviews accuracy of draft financial reports prepared by the unit members
• 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 and reviews completeness of 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 Senior Finance Manager

Proposal Budgets:

• Main contact for all proposal budget preparations
• Prepares budget 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

Supervisory and Administration:

• Manages the Program Finance and Budget unit and its operations
• 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