Philippines: PROGRAM SUPPORT STAFF - Admin & Finance Assistant (Filipino Nationals Only)

JOB PURPOSE: The PSS will work closely with the Finance Officer in the Country Office on a day to day management of financial matters. Specifically, she/he will be under the supervision and guidance of the FM & SCO in the implementation of the SOAR-Marawi Project and ensure that the Project maintains a high standard of budget, accounting and financial controls.

REPORTING TO: Project Officer (Area Office in Iligan City)/Finance Officer & Supply Chain Officer (Country Office in Cotabato City)

KEY OBJECTIVES: The holder of this position will provide administrative and accounting support to the Area Office following IRW/IRPh policies and procedures in payment, record keeping, journaling, archiving, reporting, etc. This field-based position also holds responsibility for administration of operational documents and procedures in terms of human and material resources at both field and office levels, as well as provide logistical and operational support for the SOAR Marawi Project Team based in Iligan City, Lanao del Norte.

JOB SUMMARY: The main function of the Program Support Staff is to provide support to the effective, efficient and quality implementation of the activities under the SOAR – Marawi Project of IRPH, specifically in the area of finance, administration and logistics. Jointly managed by the Finance Manage and Supply Chains Officer of IRPH, the PSS will be the key staff in guaranteeing that the IRW/IRPh policies and procedures are strictly followed.

MAIN DUTIES AND RESPONSIBILITIES

A.Accounting & Financial Management

· Preparation of journals, first hand review of payment requests documentations and data entry in AX to ensure segregation of review and approvals among finance staffs.

· To ensure that financial transactions are processed in accordance with IRW applicable accounting policies, procedures and standards, and that these are accurately recorded in the bankbook/cashbook in a timely manner, and are accompanied by appropriate and relevant supporting documentation duly signed and authorized by the budget holder.

· To review and check financial supporting documentation for integrity, accuracy and completeness before transaction is approved for payment.

· To ensure that financial records, both paper and electronic formats are up to date filed in an orderly manner, kept securely and easily retrievable.

· To submit Monthly Financial Reports on time to the Country Office and any other reports as required.

· To ensure that a complete and accurate record of all Petty Cash transactions is maintained at all times, that petty cash expenditures are fully monitored and reconciled and that requests for replenishment are made in a timely manner or as/when required.

· To assist the Finance Officer in preparing Budget versus Actual (BvA) analysis on a monthly basis or as required highlighting major variances for follow up and action.

· Provide inputs regarding best practices in Financial management, including substantial issues needing policy review or revisions.

B.Administration and Logistics

· Manage and monitor the chain of supplies.

· Supervise the installation, allocation, use, repairs and maintenance of office equipment (including IRPH vehicles if applicable).

· Maintain the Fixed Asset Register and update asset lists as required.

· Support or facilitate the renovation and maintenance of structures needed for the functioning of the base (Project Office, Guest House, Warehouse and others as applicable).

· Reports on inventories of project assets (including vehicle if applicable) and supplies including usage, conditions, loss or damage thereof.

· Assist in the completion of Monthly Reports on field logistics to the Admin and Logistics Officer based in the Country Office.

C.Others

· Set up Archiving and Records Management in the Area Office.

· Work according to detailed implementation plans as directed by the Head of Programs & Project Officer;

· Be familiar with, and ensure the adherence to, the organization’s policies and procedures.

· Abide by the Core Humanitarian Standards (CHS), NGO/Red Cross Code of Conduct, the People in Aid Code, HAP, and Islamic Relief’s policies and procedures (IHSAN)

· Facilitate and support disaster preparedness and public information activities identified;

· Assume any other assignment delegated by the Project Officer or Head of Programs.

ESSENTIAL

Qualifications

· A graduate of Business Administration or Accountancy

· Knowledge of community - based approaches in humanitarian and development settings is desirable.

· Competency with the analysis of contextual information, and developing clear, informed recommendations

Knowledge/Experience

· Experience in working in any of these projects/ sectors: Education in Emergencies, Sustainable Livelihoods, WASH, DRR and Peace Advocacy.

· At least 2 years INGO/NGO experience

Skills

· Strong numeracy skills with knowledge of budgeting and cost estimation, can prepare a Work and Financial Plan

· Problem solving skills: Can resolve urgent issues within the project implementation period within the scope of her/his responsibility;

· Attention to Details: Analytical and conceptual thinking skills; able to conduct rigorous checks on material quality and compliance with the IRW/IRPh processes

· Self-Management: Ability to manage multiple priorities and work under pressure

· Competent communicator: able to communicate and report on technical points, both oral and in writing, or simplify complex concepts to the level of the public/non-expert audience

· Excellent people skills: can work with a diverse range of stakeholders; practices open and non-violent communication; familiar with participatory approaches and able to build consensus

· Team Player

Languages:

Fluency in Maranaw or other local dialects spoken in the project site

Fluency in English (written and spoken is desirable)

IT SkillsGood IT skills: Knowledge with Microsoft Office, MS Word, Excel, and Powerpoint

1. Interested candidates are encouraged to submit their comprehensive resume (in PDF format) at Alyse.Lopez@islamic-relief.org.ph

2. Only for Filipino nationals, women are strongly encouraged to apply.

3. Islamic Relief Worldwide is a humanitarian and development organization and working in livelihood WASH, DRR and Peacebuilding sectors in line with our vision of a caring world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others. We work regardless of ethnicity, religion, political affiliation or gender.

4. Selection will be based on application letter, CV, interview, and other relevant documents (as requested). Only short-listed applicants will be contacted.