Admin and Finance Officer – Cotabato City, Philippines (National) At Geneva Call

Mission

Geneva Call is a neutral and impartial non-governmental organization dedicated to promoting respect by Armed Groups and de Facto Authorities (AGDA) for international humanitarian norms in armed conflict and other situations of violence, in particular those related to the protection of civilians. Geneva Call focuses its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict, working towards the elimination of gender discrimination, protection of civilian infrastructure and humanitarian access.
Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

Under the supervision of the Support Coordinator for the Philippines and Thailand, the Admin and Finance Officer contributes to the operations of the Geneva Call by ensuring proper and transparent management of the financial and administrative aspects of operations in the Philippines according to the internal procedures and guidelines, donor requirements, as well as local legislation. Besides the Philippines, the Admin, Finance and HR Officer is expected to provide support for the Thailand mission on a regular basis.

Core responsibilites

Under the supervision of the Support Coordinator, the Admin and Finance Officer is responsible for ensuring:

Respect for internal procedures in terms of accounting and cash flow;
Financial accountability towards donors;
Respect for national administrative, financial national norms, including tax and labour law related;
The logistical support to the activities (procurement, inventories, etc.).

Office Administration/Logistics

Supervise administrative staff (if present), security guards, drivers, cleaners;
Ensure premises are well managed and maintained;
Make sure office supplies are managed and recorded according to Geneva Call procedures;
Liaise with relevant suppliers and service providers for required equipment, utilities and services;
Manage inventory and update reporting to Support Coordinator on monthly basis;

Finance

Cash flow management;
Manage payments made locally and by the Mission in the region;
Keep mission cash books updated, including a weekly availibility cash check;
Prepare monthly cash requests in coordination with the Head of Mission and liaise with HQ.

Accounting

Verify the registration and encoding of all the financial transactions, according to internal procedures and Donors’ protocols;
Verify all the support documents of the financial transactions and the availibility of funds on donors budget;
Provide a monthly financial report, including supporting documents;
Archive all financial documents;
Participate in audits (annual organization audit, as well as donor’s audits, or audits requested by authorities).

Administration with HQ support

Ensure visa and work permit requirements are fulfilled for expatriate staff;
Prepare salary payments for staff and consultants;
Ensure insurance coverage for all staff.

Main qualifications

Education and experience

Completed Degree of Higher Education in relevant fields such as Accountancy or Business Administration;
At least 3 years in a similar position;
Experience with international organisation is preferred;
Experience dealing with bilateral and multilateral donor funding.

Technical skills

IT Tools (MS Office, Excel, Accounting software, Reporting tools);
Financial Management tools.

Languages

Required: English and Tagalog;
Preferred: fluency in local dialects such as Maguindanaoan, Iranun, Maranao, Cebuano, Hiligaynon, Surigaonon and/or Waray would be an asset.

Qualifications

Experience in finance, administration and budgeting management;
Knowledge and experience of financial and Admin;
procedures and management tools;
Experience with INGO grants management, financial reporting, budgeting, audit and procurement;
Ability to take responsibility, proactive and efficient functioning, strong communication skills;
Ability to work in a multicultural environment; Understanding and respect for organizational principles,vision, mission and confidentiality;
Accuracy and reliability.

Performance management

The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance reviews:

The Job Description
The individual Work- and Professional Development Plan
The Competency Framework

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.