Admin and Finance Specialist At Tetra Tech

The USAID-funded Clean Cities Blue Ocean (CCBO) project in the USA, implemented by Tetra Tech International Development, is currently accepting expressions of interest for Admin and Finance Specialist. This position will be located in Manila, Philippines.

The Admin and Finance Specialist will provide administrative and finance support to the Admin Finance Manager and will provide ad-hoc logistical support around Manila.

Responsibilities:

Finance and Accounting***:***

*Review all payment requests for goods and services. Ensure payment request packages are accurate, complete, and in compliance with applicable financial regulations, policies, and administrative practices and guidelines.

*Maintain program finance and accounting records in accordance with Tetra Tech requirements. Enter all transactions into Salesforce to generate a Disbursement Voucher (DV) and QuickBooks (QB) to record the payment. Update the DV to reflect when the transaction is paid and posted entering the check or transfer reference number. Print and save electronic copies of each transaction, ensuring that both sets are complete.

*Prepare salary payments, by calculating the required statutory deductions, and remit those in a timely manner to designated government office or identified recipient.

*Review and process all approved program travel and activity expense advances.

*Review and process expense reports and reconcile these against all outstanding advances.

*Scan and save copies of all finance transactions including full backup documents.

*Ensure all expenses, payments, receipts, bank reconciliations, and any other required financial data are entered in a timely fashion in QB following our chart of accounts.

*Initiate the Commitment Setup form to activate new account activation in QB when new long-term employees, consultants, and subcontracts are executed.

*Provide requested financial documents to the auditors, upon the request of the Finance Manager during annual financial audits.

*Complete monthly finance checklist for review by Finance Manager and approval by Country Director.

*Serve as petty cash custodian. Record all disbursements, settlements, and replenishments. Participate in regular petty cash counts.

Administration:

*Liaise with vendors to book domestic ground transportation, air travel, and hotel stays for staff, consultants, and partners, for approved official travel authorized by the Manila office. File all travel documents.

*Collect and file all timesheets and leave forms from staff on the 15th and last day of the month. Update leave tracker so balances are always current.

*Keep staff lists updated including phone tree lists and emergency contacts. Provide safety and security updates as requested.

*Provide ad-hoc logistical support around Manila. May include hiring couriers to take documents around Manila, or running errands needed for office function, such as going to the bank or other government agencies.

*Other duties as assigned.

Qualifications:

*University degree in accounting, business administration, or similar field.

*Minimum of three (3) years’ experience in an equivalent position (i.e. in a fast-paced and dynamic office environment). Additional relevant experience may substitute for the degrees mentioned above.

*Excellent interpersonal skills, including patience, diplomacy, willingness to listen, and respect for colleagues. Must be capable of working both individually and as part of a team. Must also be able to create a supportive working relationship among all project teams.

*Excellent language proficiency in spoken and written English and Filipino.