Senior Finance Officer [For Filipino Nationals Only]

The Senior Finance Officer will be lodged under the PRC German Red Cross Delegation.

DONOR SPECIFIC REPORTING (European Commission (EU), ECHO DG INTPA, MOFA Government (GP 1), and BMZ)

• Planning with the key staff with the Delegates and Preparation of financial reports for the donors’ specific requirements and standards
• Pre-audited/validated Financial Vouchers
• Staff Overview and employment contract
• Inventories and Donation to the partners’ documentations

VALIDATION / PRE-AUDIT FOR FINANCIAL REPORTING

• Validation of vouchers for monthly reporting to HQ using AKS Fundspro Cockpit System
• Checks and verifies the submitted receipts and documentations to GRC Manila Office
• If the receipts are legible and followed the standard protocol and usual accounting procedures, the receipts will be validated in the accounting system of German Red Cross

MONTHLY / QUARTERLY / ANNUAL REPORTING PER PROJECT (EXPENDITURES AND FUNDS OVERVIEW)

• Prepares financial monthly reporting for each projects (estimated: up to 9 projects)
• Prepares/checks Monthly Financial Status with the finance officers
• Project Expenses & Funds Overview
• Cash Advance and working advances overview

Quarterly – Budget Follow-up(BFU):

• Assists budget holders in the preparation of project BFUs and coordinate with finance officers accordingly. Review the final version of BFUs before the submission to HQ.
• Monitor the expenditure in fundspro of all projects on regular basis in line with figures presented in BFUs and in case of major deviation then same should be alarmed/informed to respective budget holders/HoO.

Cost Allocation Office & Vehicle Running Costs

• Ensure all expenses related to the cost allocation are allocated right to the projects as per approved CA-Plan.
• Revised cost allocation plan for further approval if budget is changed, new project starts or end during the year.

Yearly

• Pre-audited/validated Financial Vouchers
• Staff Overview and employment contract
• Inventories and Donation to the partners’ documentations
• Uploading of related documents to teams folder set-up by the GRC HQ management for centralized reporting
• Supports GRC HQ in preparation of yearly/final report to Donors.

BANKING AND CASH BOX MANAGEMENT

• Ensure that the GRC office in Manila has an appropriate level of funds available in bank accounts all the time for its operations against all projects and cost centers.
• Ensure and check weekly that all issued cheques are released to relevant payee on time (i.e. Suppliers, service provider and PRC etc.)
• Checks, Reviews & Oversee Monthly Bank Reconciliation of PRC-NHQ Bank Accounts with Facilitation of the PRC-NHQ Accounting Analyst
• Ensure that all cash boxes are replenished as per approved cash limits and cash balances are well managed.
• Ensure any cash held on GRC premises is stored in a secure manner and all response finance officers are handling their respective cash boxes as per GRC petty cash policy.
• Weekly performing of cash counts of the finance officers.

STAFF MANAGEMENT

• Supervise Finance staff assigned in National Headquarters and oversees Field Finance Staff
• Provides finance training or refresher for new finance staff in field and NHQ.
• Provides finance orientation or workshop to new Project Delegates and staff.

FINANCE AND ACCOUNTING (day-to-day tasks)

Planning and Budgeting using AKS Fundspro Accounting System of GRC

• Assists in Planning and finalising budgets for new GRC Projects.
• Support budget holders in uploading approved budget into Fundspro planning tool.
• Financial Analysis
• Modifies and inputs new data in AKS Fundspro Accounting System after planning analysis and necessary approval . 
• Requests final upload in GRC Headquarters system in Berlin thru SAP System

Accounting

• All expenditure/payments should be first checked before approval. Ensure that the requisite documentation is attached
• Ensure that the relevant people have authorized them and correct budget lines and item numbers are provided.
• Once expenditure has been approved, ensure all amounts are paid within the required time frames;
• As soon as expenditures are paid, ensure that booking are done instantly into the GRC accounting system including the Cash advances and working advance settlements .
• Requests Funds from GRC HQ Berlin to GRC Philippines for dedicated projects
• Coordination to Finance Officers counterpart in GRC Headquarters or concerned staff and attends requests from field chapters, NHQ and Delegates for GRC Headquarters for finance matters and vice versa.

COMMUNICATION TO GRC HEADQUARTERS

• Coordinating to concerned finance officers and PRC Staff, HoO, Project Delegate and Regional Finance Delegate for finance related matters.
• Periodically reviews and updates the GRC Financial Guidelines in coordination with Regional Finance delegate

OTHERS

• Assist the Senior Representative, Finance Delegate, Program Managers, and others with the preparation of plans, including budgets
• Coordinate efficiently with the Finance Delegate to ensure consistency of quality delivery across the identified responsibilities;
• Establish and ensure effective working relationships with colleagues and partners
• Ensure effective working relationships with involved PRC Departments
• Any other job that might deemed necessary by the management.

ADMINISTRATIVE

• Gives assistance to other PRC Staff for financial matters and other matters as required
• Receives and forward documentation from or to GRC offices as needed by co employee
• Attends to any request of GRC staff and Head of Office (i.e. support to organization of the upcoming GRC events or gathering or team meetings)

QUALIFICATIONS:

• Bachelor’s Degree Major in Accounting, finance or equivalent
• With more than 10 years experience in Finance and Accounting related; More than 5 years supervisory experience; With at least 3-5yrs managerial experience
• Willing to work onsite in Mandaluyong City