Finance Officer, Manila office

Based in Manila
Start date: 1 April or earlier

HD is currently looking for a Finance Officer for its Manila office.

Reporting to the Administration and Finance Manager, the Finance Officer will have the following responsibilities:

S/he will:

  • Perform all internal controls related to accounting as per HD Internal Control System (ICS)
  • Be responsible for daily encoding of transactions in the accounting system NAV, weekly/monthly cash inventories and bank reconciliations;
  • Ensure payment requests are duly approved ;
  • Ensure strict respect of deadlines, encoding rules, budget lines;
  • Perform regular accounts review, balance sheet account reconciliation, vendor balances and payable taxes follow up;
  • Ensure quality and timely accounting;
  • S/he will link with project teams on invoices and expenses claims, reclassifications and cash advance, as well as accruals for statutory audits.

Recording and reporting

  • Process all transactions in NAV on a daily basis, with a clear description as per HQ standards, relevant general ledger account, all compulsory analytical codes (ensuring coherence and relevance of these codes) and amounts in the relevant currency;
  • Ensure monthly tasks are performed in a quality and timely manner according to HQ’s deadlines and instructions. Ensure vouchers are properly presented, stamped, numbered including all relevant & required approval signatures and any relevant and required supporting documents as per HD policy and donor contracts;
  • Ensure that copies of cheques / proof of transfer are always attached to the voucher as a supporting document to prove payments;
  • Ensure proper filing and archiving of payment vouchers, monthly liquidation reports according to HD policies (originals sorted by supplier / voucher number, including copies of monthly closing documents);
  • Control the integrity of the transactions to be posted (signatures, supporting documents) before submission to the AFM;
  • Support project and cost centre managers to ensure the integrity of project reports (internal & external);
  • Support the AFM in the preparation of project financial reports and forecasts;
  • Support the AFM in overseeing field office and partners on cash transfers, general bookkeeping, etc.;
  • Prepare documents and assist during the statutory and project audits.

Payments and cash

  • Check approval and prepare request for cash payments, cheque / transfer, to be submitted to the AFM;
  • Prepare bank reconciliations for all bank accounts on a monthly basis;
  • Process cash payments and record expenses in the office report as per HD accounting rules on a daily basis;
  • Ensure payments to suppliers are performed in a strict but swift manner, in accordance with HD policy;
  • Ensure petty cash boxes are properly handled and cashbooks maintained on a daily basis and prepare cash reconciliation on a monthly basis;
  • Ensure adequate follow-up of staff, consultants and partners’ working advances and reconcile suppliers, consultants and employees accounts on a monthly basis;
  • Ensure accurate preparation of monthly financial reports and mandatory government reports/remittances, i.e. BIR, SSS, Philhealth, HDMF & SEC, timely submission, and proper reconciliation;
  • Ensure timely payment of all relevant taxes according to local legal obligations (taxes on consultants, permits, vat, etc.);
  • Control and process expense claims as per HD travel policy and train staff and consultants on filling in HD expenses claims;
  • Ensure full compliance with audit and internal control requirements.

Closing, audit and internal controls

  • Support monthly/quarterly accounting close and year-end HD and local office statutory close in a timely manner;
  • Prepare monthly journal entries related to prepaid expenses
  • Prepare all journal entries for reclassifications
  • Perform monthly or quarterly balance sheet accounts reconciliations, vendor balances and payable taxes reconciliations;
  • Support the preparation of accrual files as per HD rule and liaise with project and costs centre managers accordingly;
  • Liaise with HQ Accounting Manager for technical questions;
  • Perform all internal controls as per HD Internal Control System (ICS) and specific instructions received from the AFM or HD Head of Finance ;
  • Train and coach finance staff in field office and of partners;
  • Provide help and support to the AFM in the areas of logistics, administration and HR in times of heavy workload or during absence of the AFM;
  • ·Any other specific task upon request from the Supervisor.

Qualifications:

  • The relevant candidate should have:
  • Professional course certification: CPA;
  • Excellent excel skills and prior experience of Microsoft Dynamics NAV is required;
  • Experience with accounting audits;
  • 5-7 years work experience;
  • Knowledge of ‘not-for-profit’ sector.

Personality:

  • A results-driven multi-tasker able to set priorities and able to meet deadlines;
  • A person with good communication (written and oral) and interpersonal skills.
  • A team player, also with the ability to work alone and unsupervised.
  • Excellent organisational skills and ability to work under pressure; hands on, with attention to details, precise.

If you are interested in this position and meet the above-described qualifications, please send your resume (maximum 2 pages) with a short cover letter by 15 March 2019 to HRPhilippines@hdcentre.org