Finance Manager (Locally Recruited)

THE POSITION

Under the direct supervision of the Country Manager, Philippines, with a dotted line to the Rome-based Regional Program Accountant for ASIA, the Finance Manager is responsible for coordinating the implementation of the finance policies, procedures and guidelines for the Philippines Country Office (CO) to provide optimum efficient and effective support to IDLO’s programming. The Finance Manager manages finance activities in accordance with the goals and strategic needs of the Organization, works in coordination with the Country Office Program Unit, as well as with the Program and Finance Units at IDLO Headquarters in Rome, Italy.

The incumbent will be responsible for effective and accurate financial resources management and oversight; the implementation of program finance management and operational procedures; and program budget management and proper control of accounts. Specifically, s/he will lead on the following duties and tasks:

 1)      Reporting:

• Lead in the monthly financial close of the CO and the production of monthly financial statements, supporting schedules and reconciliations.
• Prepare relevant financial management reports of the CO, ensuring accuracy and timeliness, taking necessary corrective measures where applicable.
• Perform CO balance sheet account reconciliations on a timely basis, ensuring that differences or discrepancies are addressed in a timely manner.

 2)     Accounts Payables:

•  Review all expenses and comply with internal control systems in accordance with IDLO policies, accrual accounting and donor rules.
• Ensure that financial procedures in place comply with the financial and procurement requirements of IDLO as well as donor rules and regulations.
• Ensure that supporting documentation is complete and accurate (of amounts, proof of receipt of services or goods) prior to payment. 

3)     Cash and bank management:

• Prepare monthly and annual cash flow forecasts, review and consolidate monthly cash forecasts for the CO ensuring funds are fully reconciled before submitting to IDLO HQ for processing.
• Ensure adequate availability of funds for program implementation and operational costs at any one time.

• Prepare monthly cash and bank reconciliations ensuring all issues arising are addressed within a reasonable time.
• Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis. 

4)      Grants and budget management:

• Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.
• Coordinate with program staff to prepare budgets to support new proposals or realignments to ensure adequate coverage of costs.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

 5)     Sub-grants management:

• Coordinate the sub-granting processes, monitoring and management systems to ensure effective and timely issuance, reporting and oversight of all sub-grants.
• Maintain sub-grant tracking sheet and filing system for all sub-grantees proposals, agreements, financial reports, and outstanding advances.
• Review all sub-grant monitoring reports and prepare management summaries of findings and recommendations for discussion with the Country Manager.
• Ensure each sub-grantee submits financial reports in accordance with sub-grant agreements and review financial reports for reasonableness, verifying consistency in programmatic delivery and financial spending.

6)     Filing financial documents:

• Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to HQ.
• Ensure that all electronic copies of all documents shipped to Rome are maintained at the CO, filed electronically and in sequence. 

7)    Audit and compliance:

• Be the lead contact at the CO on audit related exercises.
• Support the CO whenever audit requests are submitted, ensuring that the auditors are provided with the necessary supporting documents on a timely manner. 

8)    Supervision and team management:

• Provide Finance induction briefing to new employees and develop and conduct relevant finance training for staff. 

Ideal Candidate Profile

Education and work experience

• Undergraduate degree in business, finance, or related field is required.
• Professional accounting qualifications would be beneficial.
• Minimum of 5 years of experience in the field of accounting and financial management preferably within international organizations with donor funded programs.
• Experience working with multi-partner projects highly desirable. 

Languages

• Fluent oral and writing skills in English and Filipino languages are required. 

Specific knowledge, skills and competencies

• Significant experience with accounting system management (preferably with Microsoft Dynamics NAV)
• Knowledge of administrative procedures of an international development agency would be an asset.
• Competency with financial data systems and spreadsheet processes.
• Ability to handle a large volume of work in an effective and timely manner.
• Proven ability to see through tasks set and deliver results.
• Proven ability to develop and foster productive working relationships across a globally based organization.
• Excellent knowledge of Microsoft Word, Excel and PowerPoint. Proficient use of other ICT software and internet software.
• Keen sense of ethics, integrity and commitment to IDLO’s mandate.

TERMS AND CONDITIONS

IDLO Offers competitive remuneration and benefits for locally-recruited employees including comprehensive annual leave, medical insurance etc.

This vacancy is open to local nationals, permanent residents of the duty station or individuals holding other legal authorization permitting to work in the duty station. Qualified applicants are requested to submit their application online by uploading only - i) Updated CV/Resume;  ii) Cover letter.

In the interest of making most effective use of resources, only the shortlisted candidates will be contacted during the selection process.

The selected candidate is expected to start as soon as possible.

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This may not be an exhaustive list of all duties and responsibilities.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.