Finance and Administrative Officer

Department: Operations

GENERAL DESCRIPTION

The Finance and Administrative Assistant acts as petty cash custodian, ensuring timely delivery and utilization of project funds in accordance with KKP Financial management systems, policies and procedures, compliance to local laws, Generally Accepted Accounting Principles (GAAP) and donor terms and conditions. Provide technical, finance and administrative support to the project.

Assists the Finance Manager in coordination with the Project Manager in the performance of her/his duties and responsibilities specifically in the preparation and submission of the project’s financial status, project reports, and accomplishments.

SPECIFIC DUTIES AND RESPONSIBILITIES

1. Receives all incoming documents such as memos, requests for payment and liquidation and all other project documents 2. Pre-audits requests for payment, petty cash and revolving funds replenishments; ensuring completeness of supporting documents prior submission to Finance Manager 3. Prepares the request for payments with appropriate cost center/activity codes for review of the Bookkeeper and stamps paid all supporting documents 4. Prepares and forwards Petty Cash Voucher (PV) and replenishment summary to the Project Manager for replenishment 5. Monitors project fund balances; status of cash advances; and monitors timely liquidations of staff cash advances 6. Ensures that requisition slips are properly filled out, approved, and with required attached documents 7. Sourcing and canvassing of requested items, gathers quotations submitted by providers/suppliers and prepares a summary of quotation/canvass for officers’ approval, and prepares Purchase Order (PO) based on approved/ chosen supplier 8. Receives and records purchased items; properly transmitting such goods to end-users 9. Prepares the inventory of supplies and equipment and regularly checks that all are in good working order. Initiates repair of non-operational equipment and regularly updates inventory report of supplies and equipment 10. Facilitate payment of office utilities, rental fees and other services 11. Timely filing of paid payment vouchers, journal vouchers with supporting documents and all other project documents 12. Constantly coordinates with HRD- Head Office for matters concerning project employees 13. Maintains copies, and files all articles about the project that were published in the newspaper and other publications 14. Organize and maintain inventory of all project files in office/staff house properly: knowledge products, office assets and the likes 15. Perform other duties that may be assigned by the Finance Manager in coordination with the Project Manager from time to time Minimum Expected Outputs:
✓ Revolving fund reconciliation and replenishment report ✓ Financial/Budget status reports and other relevant reports of the project ✓ Personnel records on file ✓ Updated Inventory Report ✓ Itinerary or trip reports and relevant accomplishment reports on trips outside the assigned project sites Working Relationship: Internal: Maintain good working relationships within the organization - KKP Staff, KKP officers, project consultants and staff External: Establishes and maintains effective rapport with all agencies and offices that the project transacts with during the project duration (i.e., Consultants, Suppliers, Service Providers, Auditors, and Project Partners)

MINIMUM POSITION REQUIREMENTS

Education: Bachelor’s degree in Accountancy, banking and finance, business administration, management or related field
Work Experience: At least three years of experience in doing similar functions, preferably gained from an NGO
Special Qualities / Skills Required:

• Attention to detail

• Good communication and interpersonal skills

• Good analytical thinking skills

• Multi-tasker

• Good organization and time management skills

HOW TO APPLY

As an equal employment opportunity employer, WWF does not discriminate based on an applicant’s race, religion, sex, gender, or disability status. Submissions by mail will not be accepted to reduce the use of paper. Due to the high volume of applications, inquiries via phone cannot be accepted.

Interested applicants can email their CV with a cover letter to [email protected] with the subject line: Finance and Administrative Assistant [First name initial_Middle name initial_Full last name].