DETAILED JOB DESCRIPTION OF THE FINANCE AND ADMIN OFFICER GALING POOK FOUNDATION

Hours of Work: Equivalent to 40 hours per week- Monday to Thursday onsite and adhoc onsite/offsite work on Friday

Reports to: Executive Director and works closely, as needed, with the Program Officers

Responsibilities will include related functions in:

• Designs, installs, reviews, updates and oversees financial management systems including accounting systems, internal control, budgeting and financial reporting systems.
• Prepares annual budget for core and program expenses.
• Assists management in preparing budgets for donor funding.
• Prepares and administers monthly cash flow based on established budgets and ensures that funds are judiciously disbursed and invested properly.
• Prepares quarterly and annual per grant/project and consolidated financial statements needed for monitoring of financial status.
• Ensures all financial policies set in the foundation’s accounting manual as well as financial and audit guidelines of funding agencies are reviewed, complied and updated.
• Prepares periodic reports such as financial statement variance analysis, budget versus actual variance analysis, investment income analysis and other financial data for input into management decisions.
• Attends inquiries on audit reviews by donors/partners.
• Facilitates preparation of annual audit requirements and attends inquiries by external auditors appointed by the Board of Trustees.
• Administers and ensures monthly, quarterly and annual government reportorial compliance transactions.
• Performs administrative tasks such as but not limited to resources and facilities administration and maintenance, preparation of inter-office memorandum, designing of office forms, assists in preparation of contractor’s contracts, lease, donors and staff’s contract monitoring and evaluation, and assists in project administration/implementation.
• Gives advisory on accounting and financial issues to the management.
• Supervises Accountant, Administrative and Finance Assistants.
• Performs other duties as may be assigned by the Executive Director.

Qualifications:

• Certified Public Accountant
• Preferably with a background in NGO finance and administration and have a minimum of five years
• Excellent in word, excel and powerpoint presentations
• Proficient in QuickBooks accounting system
• With experience in office administration practices;
• Proficient in government reportorial compliance requirements
• Possess strong financial and organizational skills;
• Be familiar with and eager to implement financial systems and possesses that enhance efficiency
• Demonstrate a detail-oriented, collaborative, and solutions-focused approach
• Be able to work independently and manage schedule flexibly
• Have a commitment to confidentiality and integrity

Skills and Ability to: Work independently and exercise sound judgment within established guidelines; coordinate multiple tasks and meet critical deadlines; establish and maintain effective working relationships with those contacted in the course of work