Area of Assignment: Based in Metro Manila, Philippines
Works with: Project team, Finance Unit of WWF Philippines
WWF is anticipating a forthcoming 3-year Project, Establish Low Carbon Consumption and Production in the Philippines with a focus on transforming foodservice, particularly dining establishments in key tourism destination cities around the country, into a low carbon industry.
The Finance and Administrative Project Officer is under the direct supervision of the Finance Manager under the Finance Unit of WWF Philippines. The Officer shall act as revolving fund custodian; ensure timely and efficient recording, delivery and utilization of project funds in accordance with WWF Philippines Financial management systems, policies and procedures; compliance to local laws, Generally Accepted Accounting Principles (GAAP) and donor terms and conditions; provide technical, finance and administrative support to the Project team; and prepares project’s financial status and program reports, accomplishments and other related and relevant information as required.
Duties and Responsibilities
- Receives all incoming documents such as; memos, payment vouchers and liquidations and all other Project documents.
- Pre-audits requests for payment, petty cash and revolving funds replenishments. Ensure completeness of supporting documents before submission.
- Prepares payment/check vouchers (PV/CV) for approval by authorized approving officer.
- Prepares the checks, journal vouchers and records journal entries with appropriate cost center/activity codes for review, and stamps “paid” all supporting documents.
- Forwards PV/CV and replenishment summary for replenishment.
- Monitors balances/status of employees’ cash advances and timely liquidations of staff cash advances.
- Monitors monthly cash position of the project and generates report on the same.
- Facilitates bank transaction needs of the Project.
- Facilitates the release of checks and payments to suppliers, service providers, and staff.
- Maintains an updated recording and documentation of all contributions from counterparts in accordance with WWF Philippines’ policies.
- Assists the Project Manager in the monthly monitoring of Project budgets.
- Prepares invoices as needed on the Project receivables.
- Ensures that personnel requirements from the field office are complied with, e.g. contracts, pay slips, SSS, medical care, vacation leave and sick leave forms and time sheets are filed by concerned project staff and forwarded to the Human Resources Unit.
- Ensures that requisition slips are properly accomplished and approved.
- Gathers canvas/quotations and prepares summary of quotation/canvass for officers’ approval, and prepares purchase order (PO) based on approved/ chosen supplier.
- Prepares the inventory of supplies and equipment and regularly checks that all are in good working order.
- Facilitates payment of office utilities, rental, and other services.
- Receives and records purchased items and the proper delivery of goods to end-users.
- Follows up condition of Project equipment, need for repairs and maintain inventory report of supplies and equipment.
- Ensures the safety and security of office premises and equipment.
- Timely filing of paid payment vouchers, journal vouchers with supporting documents and all other project documents.
- Revolving fund reconciliation and replenishment report.
- Financial/budget status reports and other relevant reports of the Project.
- Annual Project financial plan.
- Counterpart contribution’s records on file.
- Personnel records on file.
- Constant coordination with Human Resources Head Office.
- Updated inventory report.
- Maintain copies of all articles about the project that were published in the newspaper and other publications.
- Organize and maintain all project files in office/staff house properly: diskettes, compact discs, videotapes, books and other relevant articles.
- Itinerary or trip reports and relevant accomplishment reports on trips outside the site of assignment.
- Knowledge. Bachelor's degree in accountancy, finance, or any business-related course.
- Experience. Minimum one (1) year accounting and budgeting experience.
- Skills and abilities. Strong Microsoft Office skills with the ability to multi-task under pressure. Good oral and written communication skills.
As an equal employment opportunity employer, WWF does not discriminate based on an applicant’s race, religion, sex, gender, or disability status. To reduce use of paper, submissions by mail will not be accepted. Due to the high volume of applications, inquiries via phone cannot be accepted.
To apply, submit a cover letter, and your resume of no more than two (2) pages, by electronic mail to firstname.lastname@example.org with subject line: "SCP_CIS_[first name initial_middle name initial_full last name]" no later than 31 March 2017.