Providing the necessary support for the administrative, accounting, and financial management by effectively using available accounting system based on organizational standards, GAAP, Government Regulations and Donor Policies; carry out financial and HR tasks in a correct manner to regularly provide accurate information on a timely manner.
Objective 1: Personnel / team management
- Participate in regular meetings with the teams and within the delegation
- Provide support to different bases when the need arises
Objective 2: Administration and contract management
- Ensure that local taxation law requirements are fully complied with in collaboration with the Line Manager
- Make sure the formalities required by the local authorities are followed in all official documents in collaboration with the Line Manager
- Establish and maintain a proper filing system for all transactions and guarantee the security of the files under his/her responsibilities
- Provide technical support in the compliance of the local government authorities (registration, documents preparation and submission, etc.)
Objective 3: Financial management
- Adhere to and enforce the financial internal and donors budget guidelines, particularly regarding the cash management procedures
- Check all invoices/receipts sent by the suppliers before any payment and ensure the quality of all vouchers according to the donors, internal and national regulations
- Ensure that all necessary supporting documents are attached to payment requests. Verify that all requests are duly approved by the budget holder and other respective approvers and prepare a summary report covering bulk transactions
- Process payment transactions through either bank or cash and verify all related supporting documents
- Maintain up-to-date and accurate accounting system ensuring daily data entry in AGRESSO
- Collaborate with the Line Manager to maintain a transparent financial tracking and filing system and ensure that all necessary original documents are correctly sent to the Country Warehouse to be archived for a minimum of 10 years
- Provide support in managing crucial accounting functions including regular cash verification and monthly closing
- Collaborate with the Line Manager and with the Logistics department to ensure the payment of all suppliers and service providers within the due deadlines in compliance with the signed agreement
- Prepare advance payments and ensure their correct registration in the accounting system and process timely liquidations
- Prepare monthly per diem for expat staff as necessary and ensure proper documentation
Objective 4: Internal/external control systems
- Ensure the fulfillment and adherence to the signatories' policy, schedule for purchases, payment authorizations, and compliance to government mandated dues
- Support in the preparation of all internal and external financial audits. Ensure that all supporting documents in the financial files are valid, completed and correctly organized
- Adhere to deadlines of archiving documents as required
- Reconcile assigned accounts monthly
- Ensure compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors and losses. Commit to respect Action Against Hunger Risk Management Policies including the Safeguarding Policy, Anti-Fraud and Corruption Policy and Whistleblowing Policy. Report any breach observed in the framework of these policies during his/her professional activities both as regards the proven or suspected offense and preventive breach
Objective 5: Reporting
- Ensure timely submission of financial report (monthly and annual closures) through the submission of the updated books, cash reports and/or bank reconciliations to the Line Manager
- Accomplish the daily postback of transactions to AGRESSO accounting system
- Consolidate mission’s tax reports for review of the Line Manager and ensure timely submission to authorities (e.g. EWT-suppliers)
- Study applicable donor contracts and act proactively to make sure that terms and conditions of the contracts are met
- Prepare reports and other presentations on matters under their scope of responsibilities upon request
Objective 6: Facilitate the processing of HR-administrative and compensation and benefits-related documents and requirements
- Assist in processing visa applications, extensions, and other immigration requirements for international staff and volunteers, ensuring timely submission of necessary documents and compliance with applicable Philippine immigration regulations
- Coordinate and facilitate the timely and accurate processing of regular payroll, final pay, and special payroll, ensuring compliance with organizational policies and applicable statutory requirements
- Ensure timely compliance with statutory obligations by coordinating the accurate computation, remittance, and reporting of mandatory contributions and taxes to the SSS, Pag-IBIG Fund, PhilHealth, and BIR, in accordance with applicable government regulations and deadlines
- Assist staff in processing SSS, Pag-IBIG, and PhilHealth requirements, including benefit claims, applications, and other related transactions, in accordance with government regulations and organizational procedures
- Serve as the organization's focal person for HMO and life insurance payments, coordinating with insurance providers to ensure accurate billing, timely payment, and proper alignment of employee premiums with their respective coverage periods
- Ensure the timely preparation, processing, distribution, and collection of staff payslips and timesheets, maintaining accurate records and compliance with established procedures