Country: Philippines
Organization: Islamic Relief
Closing date: 2 Apr 2021
BASE LOCATION: Country Office Cotabato-Philippines
REPORTING TO: Finance Manager
JOB PURPOSE:
The Finance Officer for Budgeting and Reporting will provide managerial and technical support to the Finance Manager in managing the budgeting and reporting functions of the Philippine Country operations to ensure timely and accurate grant and operating budget preparation, financial donor reporting specified by IRW, IRPH and donors and overall grant management.
Job Description:
Budgeting:
- Supervise the preparation and revision of all grant budget proposals.
- Work with program staff in developing/revising grant budgets to support new proposals or realignments to ensure adequate coverage of country operating costs.
- Assist the Finance Manager in developing annual budgets and maintain master budget for the Philippine Country Office.
- Assist the Finance Manager in the preparation, revision and maintenance of country office Operating Budget and quarterly re-forecasts.
- Manage the project and master budgets in accordance with the approved budget through Budget Vs Actuals and other monitoring tools applicable.
- Provide variance analysis and justifications monthly in coordination with program and operation team.
- Work closely with operation and program team to assess project spending is in line with program implementations and work plan.
Reporting:
- Preparation of required donor financial reports for review by the Finance Manager.
- Monitor the financial reports timelines and ensure timely submission of donor financial reports.
- Assist Finance Manager with the preparation of project monthly BvA reports and send to each Project Managers in a timely manner.
- Preparation of Shared Program Cost allocation processes and methodology for overarching costs for charging purposes on a monthly basis and submit to Finance Manager for review.
- Prepare Monthly Fund Reports and all other reporting requirements and submit to Finance Manager for review.
- Ensure timely submission to donor without delay.
- Put in place sound project budget, financial management and reporting systems across all field offices including partners.
- Work with partners, develop their capacity on budgeting, financial management, internal controls, reporting and audit plan and executions.
- Enforce donor policies and procedures across all projects.
- Consolidate and update all grant pipeline information from Program and Finance departments on a monthly basis and to propose and prepare budget revisions as necessary.
- Analyze the use of Project Support Budget (PSB) versus recovery and share with Finance Manager on a monthly basis.
- Prepare reporting formats for partners and internal reports to ease financial reporting to donor.
Compliance:
- Ensure adherence to IRW, IRPH and donor budgeting/grant policies and procedures.
- Promptly inform the Finance Manager of any areas of concern of potential or suspected violations of policies and procedures.
- If required, corrective actions plans are developed & implemented to address audit findings.
- Ensure that all IRPH budgeting practices are compliant with IRW and donor policies, statutory laws of the Philippine Government.
- Ensure project spending is in line with the approved budget.
- Monitor projects financial transactions and spending and ensure all are in compliance with donor and IRW financial management policies and procedures.
- Report suspected fraud, misuse of funds, wrong doings related to the project to management as per the policy.
- Address donor requests related to budget, budget management, reporting, realignment and audit.
Grant Management:
- Work with program staff to update grant spending plans/budget forecasts on a monthly basis.
- Ensure proper documentations on project charging including any adjustments made on project charging.
- Preparation of Budget versus Actual reports on a monthly basis in donor currency to ensure maximum utilization of budgeted amounts and to provide recommendations on the spending status and for realignments as required.
- Advise for any possible FOREX loss or gains
Training and & Outreach:
- Assist in providing training and support for the country office program and operational staff on proposal budgets, revisions and pipeline and spending plan reports.
- Provide input to Finance Manager in identifying training needs in the area of Budgeting and Grant management for non-finance staff.
- Lead refresher training programs for Field and Program Coordinators, Program/Project Managers, and Partners to ensure staff are aware of their roles and responsibilities in the area of budgeting and grant management and are updated with new procedures.
Staff Management:
- Supervision of the Budgeting and Reporting function of Finance Officers based in the Area Office.
- Establish annual performance objectives for direct reports.
- Ensure Direct Reports establish timely annual performance objectives for their staff.
- In consultation with the Finance Manager, seek out training opportunities to further professional knowledge and experience.
Audits and record keeping
- Support Finance Manager in the preparation of audit requirements.
- Ensure audit planning and execution will be done on time.
- Work on repose of audit observation and findings.
- Participate on grant/contract documents verifications.
- Keep all updated finance and budget related records and upload on the server/box for access to the team.
Qualifications:
Essential:
- 5 years of experience as a qualified Accountant (ACCA/ ACA/ CIMA/ CPA/ CCAB) or equivalent internationally recognized accounting qualification with various International NGOs in Philippines/developing countries
- Excellent communication skills with the ability to present financial matters to non-financial managers and write and discuss proposals and budgets and grant administration in English with institutional donors and other relevant parties
- Experience in developing budgets for various donors as well as financial reporting.
- Ability to manage and supervise finance and non-finance staff in multiple and remote locations
- Proficiency in accounting software specially with the use Microsoft Dynamics (AX)
- Proficient in MS Excel, Word and PowerPoint and Data Analysis
- Proficient in analyzing financial figures
- Ability to adapt to new situations and needs
- Willing to travel to remote locations
Skills:
- Good interpersonal skills including the ability to listen, sensitivity to other peoples’ views and perspectives, and conflict resolution.
- Experience and excellent budget development skills for donors like ECHO, DFID, SIDA etc
- Strategic leadership skills
- Good organisational skills and a practical knowledge of support service management
- Excellent skills in using MS Excel
- An ability to work under pressure with limited support.
Desirable
- FMD Pro Certification
How to apply:
Interested applicants can share their comprehensive resumes on or before 02 April 2021 to HR.Philippines@islamic-relief.org.ph
Islamic Relief Worldwide is a humanitarian and development organization and working in livelihood WASH, and DRR 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.
Selection will be based on application letter, CV, interview, and other relevant documents (as requested). Only short-listed applicants will be contacted.