Finance and Administrative Assistant
wwf
Quezon, PH
5d ago

Project Site : Manila City, position to be based in WWF Philippines Head Office

Period : 01 January 2021 to 30 December 2021 (Project Inception Phase)

Reports to : Finance Officer Head Office and Project Manager

Job Description

Ensure timely and efficient utilization, recording, and reporting of project funds in accordance with WWF Philippines Financial management systems, policies and procedures, compliance to Philippine Financial Reporting Standards (PFRS) and donor terms and conditions.

Provide technical, financial and administrative support to the assigned project.

He / she supports the Project Manager in the performance of his / her duties and responsibilities in which includes but not limited to the preparation and submission of the project’s financial status , program reports, accomplishments , other related and relevant information required from the program.

Specific Duties

  • Receives all incoming documents such as; memos, payment vouchers and liquidations and all other project documents.
  • Validate the accuracy and compliance to the policy for all received request for payments, cash advances and liquidations and ensure completeness of supporting documents before submission to Bookkeeper.
  • Prepares and sign payment vouchers for approval by authorized approving officer.
  • Provide journal entries with appropriate cost center / activity codes for review of the Bookkeeper and stamps paid all supporting documents.
  • Monitor and ensure that employees’ cash advances were liquidated on time and in accordance with the company policy
  • Monitors cash position report of the project.
  • Facilitates bank transaction needs of the project.
  • Facilitates the release of checks and payments to suppliers, service providers, and staff.
  • Provide monthly budget vs actual report to the Project Manager in coordination with Budget Officer and Bookkeeper.
  • Prepares invoices as needed on the project receivables.
  • Ensures that personnel requirements from the field office are complied with, such as contracts, pay slips, SSS, medical care, vacation leave and sick leave forms and time sheets are filed by concerned project staff and forwarded to HR HQ.
  • Ensures that requisition slips are properly filled-up and approved.
  • Gathers canvas / quotations and prepares summary of quotation / canvass for officers’ approval. Prepare purchase order (PO) based on approved / chosen supplier.
  • Prepares the inventory of supplies and equipment and regularly check that all these are in good working order.
  • Facilitates payment of office utilities, rental, and other services.
  • Ensure that received purchased items are properly delivered and endorsed to the end-users.
  • Follows up condition of project equipment, need for repairs and maintain inventory report of supplies and equipment.
  • Ensures the safety and security of office premises and equipment.
  • Timely filing of paid payment vouchers, journal vouchers with supporting documents and all other project documents.
  • Facilitates communication with Head Office and other offices that the project has to deal with.
  • Identifies and aligns with the core values of the WWF organization :
  • Respect
  • Collaboration
  • Expected Deliverables

  • Financial / budget status reports, Donor reporting and other relevant reports of the project.
  • Personnel records on file.
  • Constant coordination with Human Resources Head Office.
  • Updated inventory report.
  • Organize and maintain all project files in office properly : compact discs, back-up file in hard drive, videotapes, books and other relevant articles.
  • Itinerary or trip reports and relevant accomplishment reports on trips outside the site of assignment.
  • Responsible in providing all necessary documents related to audit
  • Working Relationships

  • Internal : Within WWF Philippines, reports administratively to the Project Manager, closely coordinates Budget and expenditures with the Project Accountant and functionally reports to the Finance Manager at the WWF Philippines HQ.
  • External : Consultants, donors, volunteers and other project partners.
  • Competency

  • Graduate of Bachelor’s degree in accountancy, commerce or any business-related course.
  • At least two-years bookkeeping, cashiering, budgeting and admin related work experience.
  • Skills and abilities : Proficient in MS Office and Excel skills coupled with the ability to multi tasks. Good in both oral and written communication skills specifically in the preparation of business, technical reports and correspondence.
  • Must have good attitude towards work and able to adopt to new environment. Open minded, willing to learn, and must demonstrate ability to think, make sound judgments, and deliver workable solutions.

    As an equal employment opportunity employer, WWF does not discriminate based on an applicant’s race, religion, sex, gender, or disability status.

    To reduce use of paper, submissions by mail will not be accepted. Due to the high volume of applications, inquiries via phone cannot be accepted.

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