Finance Assistant (Mandaluyong City) At The Asia Foundation

THE ASIA FOUNDATION PHILIPPINES

Position Description

TITLE: Finance Assistant

UNIT: Philippine Office

REPORTS TO: Senior Finance Manager

SUPERVISES: (N/A)

LEVEL: 3

SUMMARY OF POSITION RESPONSIBILITIES

The Finance Assistant will be responsible in keeping and maintaining the books of accounts through Quickbooks, managing cash flows, and requesting fund requests from headquarters. S/he will also be assisting in maintenance of Finance files/record, coordinating bank communications and transactions, and providing overall support to the Finance unit.

RELATIONSHIPS

Internal

Regular contact with all Foundation staff.

External

Interaction with partners of the Foundation, Foundation vendors and supplier and internal and external auditors.

REQUIREMENTS

Experience

• Minimum of three (3) years experience in financial and fund accounting

Education

• Bachelor’s degree in Accountancy or related field

Others

• Excellent verbal and written communication skills in both English and Filipino
• Strong organizational skills
• Effective at multi-tasking and maintaining a schedule
• Strong computer skills (MS Office, spreadsheets and some database management)
• Exceptional time management, verbal, and written communication skills
• Strong attention to details and can work with minimal supervision
• Ability to work independently on multi-faceted tasks and meet deadlines.
• Good interpersonal and intercultural skills, including ability to work with and manage cross-cultural teams.

Dimension:

• Has in-depth knowledge and understanding of TAF internal processes (procurement process, contracting, expense reviewing, account coding, accounts analysis, etc.)
• Work is reviewed by a Supervisor
• Work includes some external interaction with partners, consultants, funders, etc. at a limited and administrative capacity
• Work is sometimes standardized and sometimes varied
• No responsibility for budget, revenues, and expenditure authority

POSITION ACCOUNTABILITIES

Finance:

• Overall in charge of Finance files and archives and works extensively with Office Assistants to make sure files are scanned, filed (hard and soft copies), and secured.
• Overall in charge of finance archives
• Assists in providing files and documents needed by staff, auditors, and management.
• Ensures incoming finance documents are properly coordinated, logged, and distributed to team members in Finance
• Responsible in ensuring that vouchers and other Finance documents are properly filed, archived, and stamped “PAID”
• Manages information on release of payments to staff and other payees
• Assists in bank and government transactions as needed and as requested or assigned by supervisor.
• Assists the bookkeeper in payment processing and making sure vouchers are properly supported. Coordinates with staff on any maters relating to the review of the voucher(s)
• Prepares adjusting journal vouchers and uploads to Citrix and SharePoint.
• Prepares analyses, reconciliation, and other reports as requested by Supervisor
• Process billings, requests for payment, cash advance liquidations, and reimbursements and communicates with TAF staff as needed
• Assists in the processing of cash receipts and disbursements, as needed
• Assists in the preparation of timesheet summaries
• Assists in BIR reporting
• Assists in annual or semi annual physical inventory of assets
• Undertakes other duties as assigned.

Others:

• Provides training to staff on financial processes as needed and as assigned by the Supervisor
• Assists the Program units on disbursing funds during selected events as needed and as assigned by Supervisor
• Performs other functions as maybe required by the Representative, Deputy Country Representative and Senior Director for Finance and Sub Awards, and Senior Finance Manager.