Food for the Hungry
Job Title: Finance Assistant (Philippine National Only)
Field/Region: Country Office
Location: Makati City
Reports To: Finance Manager
Job Summary
The Finance Assistant reports directly to the Finance Manager. S/he is mainly responsible for handling cash and helping organize a systematic filing system of finance documents and other related documents of FH Philippines. Requires performing transparency, acceptable, and just cash management across FH Philippines projects and in the Country Office.
S/he will work closely with the Finance Officers to ensure timely payment processing to suppliers and staff. Must ensure effective management of the petty cash system. Acts as the official representative in managing bank errands such as fund transfers and exchanges of money, deposits, and withdrawals; oversees Petty Cash Fund and custodian of checks and official receipts.
S/he will also serve as a liaison staff.
Principal Responsibilities
Files and Records Management
1. Creates and maintains a systematic voucher system of electronic files using google drive and hard copies.
2. Ensures proper and organized filing of all finance files, vouchers, and other legal documents.
3. Stamps all disbursements and journal vouchers “PAID” after payment and before filing.
4. Retrieves requested finance documents for project reports and audits.
5. Coordinates with the signatories as needed.
Review Request for Payment
1. Receives requests for payment, assists the Senior Finance Officer in conducting the initial review, and ensures completeness of supporting documents and use of correct LD codes.
2. Coordinates with the requester if spotted some issues in the submitted financial documents that need to be corrected.
3. Ensures efficient management of online payments to suppliers and FH staff as required in compliance with the finance policies and FH policies, guidelines, and procedures.
4. Prepares checks and processes online payments only after the approval of the endorsement request for payment by the authorized approving officers.
5. Informs the signatories for online approval.
6. Provides payment advice immediately to the requester after depositing the check or seeking approval for the online payment.
7. Attach payment references from the bank to all disbursement vouchers.
8. Processes Program Advance, Staff Salary Advances, and Program Advance Liquidation. Maintains cash advance monitoring log and ensures all concerned FH staff submits their liquidation on time. Send reminders if necessary.
9. Processes cash receipt vouchers for the wire transfer received and cash returned by FH staff on the excess of program advances over expenses.
10. Update the internal budget monitoring tool for the Country Office.
11. Reconcile all vendors’ accounts.
Financial Management
1. Acts as the official representative in all assigned bank transactions and must prepare bank transfers, issuing checks and online payments with the highest level of accuracy.
2. Monitors bank fund balances and informs the Finance Manager of possible additional fund requests if necessary.
3. Prepare documents for conversion of wire transferred from Dollar to Peso.
4. Issues Official Receipts (OR) upon receipt of cash or checks.
5. Custodian of petty cash or revolving fund, official receipts, and checks. Including check requisition.
6. Responsible for any cash shortage, if any, because of mishandling and inefficient monitoring of PCF & all fund balances.
7. Monitors fund balances at the end of each day and provide an update of the processed vouchers in the monitoring log sheet.
8. Coordinates with HR units on their cash needs for the monthly government remittances to ensure the availability of cash.
Other duties as assigned
Job Level Specifications
● A commitment to serving the poor and in full agreement with FH’s Values, Culture and Mindsets and Behavior as expressed in The Heartbeat: our Values, Vision, and Purpose.
● High integrity, and a strong sense of professional ethics.
● Attention to details and excellent organizational skills
● Able to self-manage a diverse and dynamic set of responsibilities, proactively solve problems and / or suggest viable solutions while advancing goals and objectives.
● Demonstrated computer operating skills, including proficiency in Microsoft Office
● Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.
Experience
● Minimum of 2 years’ experience in Cashiering and finance-related work
● Non-profit ministry/International NGO experience a plus.
Education/Certifications
● Bachelor’s Degree in Finance, Accounting, Banking and Finance, Administration and or equivalent combination of education and experience
Language
Proficiency in spoken and written English. Ability to effectively communicate with groups of managers, clients, and customers
Supervisor Responsibilities
Does not have a direct supervisory role.
Safeguarding Policy
FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the Heartbeat values, safeguarding, and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.
How to apply
Interested applicants may email their cover letter and CV to [email protected]. Please use Finance Assistant in the subject line
Closing date: 28-Feb-23