Officer Finance And Admin

Childfund Work Location Cotabato City, Philippines

Childfund Division Global Impact

ChildFund Department Country Management

Job Details

Position title: Finance & Administrative Officer Location: Cotabato City, Philippines

ChildFund office: Childfund Philippines

Foundation Inc Manager/Supervisor title: Project Manager

Position type: Fixed-Term Work environment: Hybrid

About ChildFund ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are. ChildFund’s Values ChildFund values a diverse, equitable, inclusive, and accessible environment where everyone is welcomed and celebrated equally. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.

ChildFund’s Commitment ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children.

ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including a criminal records check and/or disclosure to ensure program participants are safeguarded.

About This Role

The post is responsible for providing finance, accounting services and administrative support services. On finance and accounting, the post holder is obliged to do financial reporting, budgets development and management, financial analysis, and audits for the project. The incumbent shall ensure that the project funds are utilized and reported according to approved project design, annual fiscal budget, policy/procedures, and in compliance with the grant agreement. He/she will also ensure that financial management standards, policies and donor requirements are followed.

Required

Required Experience and Education

• Bachelor’s degree in business administration, accounting, finance or related field, or equivalent relevant work experience; CPA preferred.
• Five+ years relevant and progressive work experience in finance, accounting/bookkeeping, auditing, including analysis, financial reporting, budgeting, financial software and reporting systems.
• Experience in an organization with UN/EU/USG Grants Standard Provisions and Financial Requirements preferably.
• Strong understanding of Generally Accepted Accounting Principles, International Accounting Standards, internal controls, and segregation of duties.
• Good understanding of administrative, financial and general management principles and skilled in financial reporting, budgeting and taxes.
• Experience and proficiency in financial software and reporting systems.
• Experience in administrative functions specific but not limited to office administration, property management including security and record management
• Good understanding of office administration practices and contact negotiation.
• Prior experience in meeting/event planning or travel logistics.
• Ability to prudently handle and keep confidential information at all time
• Proficiency in Microsoft Office Programs including Excel, Word and Outlook.
• Self-guided, strong organizational, time management and planning skills, with demonstrated ability to work independently and under pressure.
• Demonstrated analytical, problem-solving and decision-making skills.
• Strong interpersonal communicative and facilitation skills with proven experience in team leadership and participatory management.
• Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues, and
• Above-average written and oral communication skills in English, fluency in a local language preferred.
  
  

Responsibilities

Primary Responsibilities

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy.
• Refer to appropriate mechanisms any child protection issues identified at the course of project implementation. Coordinate with Child Safeguarding Focal Points for inputs and advice.
  
  

Project Financial Management

• In coordination with Country Office Finance staff, ensures accurate and complete recording of all financial transactions which includes Check Vouchers and Journal Vouchers, and develops and analyzes financial reports, including cost analyses, expense to budget comparisons, and local program, management and donor reports. Compiles monthly, quarterly and annual report development and submission.
• Ensures that all financial transactions and operations comply with organization policies, systems and procedures, and donor requirements; and monitor project fund utilization compliance and provide training for corrective actions, if necessary.
• Prepares monthly project financial and grants reports working closely with the project team members to ensure alignment of financial figures with the qualitative description of progress and accomplishments, and submission based on management and/or donor reporting requirements and specification.
  
  

Budget Development and Management

• Lead the budget development for the project, and coordinate with concerned staff members to ensure consistent and appropriate financial projections.
• Analyzes spending performance and regularly communicates key insights to support the project operations and implementation of activities by the team and other implementing partners.
• Provides timely analysis on the spending of Grants by sharing Budget vs. Actual analysis to the Project Director and concerned staff members for decision making
  
  

Office administration and facility/property management

• Facilitates application and renewal of government-mandated permits and licenses to operate in coordination with concerned staff and liaising with proper government agencies to process the requirements.
• Implement processes for physical assets management and the mechanisms for assets accountability, inventory management for equipment and office supplies (consumable), and other goods/services, as required.
• Facilitate activities for office facility and property maintenance that will ensure and enforce standards for safety, cleanliness and operational efficiency of vehicle, office equipment, furniture, etc.
• Liaise with the owner of the leased office premises, service providers and vendors in the delivery and accomplishment of contractual commitments.
  
  

Administrative support services

• Processes purchase requisitions for supplies and equipment following the policies and procedures and in accordance with approved order specifications.
• Ensure proper documentation of issuance, delivery and receipt purchased supplies and materials to the requisitioning staff or project participants, as applicable.
• Support implementation of procedures for travel and process transportation requests in accordance with the corporate travel policy to ensure efficient and well-coordinated provision of services.
• Provide administrative support in the conduct of meetings, events and activities to include contract management, communication coordination, travel arrangements, equipment requirements and coordination, and expense administration.
  
  

Compliance, records management and other relevant tasks

• Supports coordination of annual external audit and the preparation of required documentation and support implementation of the plan of action and audit corrective measures.
• Ensure compliance with the organizational and donor documentation requirements as outlined in the project agreement.
• Maintains complete, accurate and updated grant financial information/documentation on corporate grants database
• Support implementation of the CO’s records management and retention procedures, including alternative storage of files, e.g. off-site and electronic, in coordination with the concerned project staff members, IT and the other functional units.
• Support the Project Director in tracking staff compliance to various organizational requirements such as timesheets and in carrying out other CO activities, e.g. HR activities and requirements.
• Provide support to project staff in implementing and ensuring compliance to safety and security guidance and protocols
  
  

Partner Capacity Building Support

• Analyzes and reviews the financial report of partners (CSOs and Technical Partners) and works closely with concerned project staff for a more complete and holistic analysis of project performance.
• Conducts monitoring visits to partners based on agreed upon arrangements, utilizing prescribed monitoring tools and in close coordination with other staff members for work complementation and safety and security guidance.
• Monitors partners’ compliance with agreements, performance standards and compliance to donor requirements. Provide support in improving their financial management capability by conducting training, coaching and mentoring to partners, as needed.
• Supports partners in the quality formulation of their fiscal year and project budgets.
  
  

Safeguarding

Acknowledges the importance of safeguarding vulnerable populations, including children and adults at risk, from all forms of abuse, exploitation, and violence.

Commits to adhering to ChildFund’s Safeguarding Policy and Procedures. This includes, but is not limited to, reporting any suspected or actual cases of abuse, exploitation, or violence to the ChildFund Safeguarding Focal Point and/or appropriate authorities.

Required Competencies ChildFund’s core competencies apply to every role in ChildFund and are tied to our organization values and the achievement of our Growing Connections 2030 strategy. All job descriptions should include the six (6) core competencies. Add technical competencies that relate to this specific position, such as knowledge of specific software programs or fluency in spoken and written languages. Add leadership competencies, if applicable, from the Global Competency Framework Guide. Ask HR for assistance if needed!

Try to include only one competency requirement per list item.

ChildFund’s Core Competencies

• Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
• Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
• Results orientation: gets things done; takes proactive steps to achieve organizational goals and quality standards.
• Decision making: uses good judgement, critical thinking, and non- traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
• Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
• Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.
  
  

Other Required Competencies

• Proficient in Microsoft Office applications and HR information systems.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle confidential information with professionalism and integrity.
• Strong problem-solving and coordination skills.
• Ability to work independently and collaboratively in a multicultural environment.
• Knowledge of safeguarding, DEI, and child protection policies is an advantage.

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