Manager for Support Services

Finance and Accounting

• Manage the Delegation’s financial position, in relation to income and expenses, by ensuring that project exposure and unfunded items are managed within the Project Expenditure Approval Request (PEAR) approval limits, compliant to the donor pledge requirements
• Work closely with the IFRC HOD to regularly assess and update the longer-term financial situation across all programs and operations to ensure regular financial health check of the CD.
• Line Manage the senior finance office to ensure a robust efficient and effective financial infrastructure in compliance with Federation procedures.
• Continue to train, mentor, and empower the finance team that they can respond to changing requirements, and adapt to new program initiatives; especially the enterprise resource planning (ERP).
• Produce comprehensive, relevant, and useful monthly financial reports (analytical & narrative explanation) for the country office management, clearly highlighting the financial issues and risks, any exceptional or other items of relevance for HOD.
• Provide comprehensive technical review/and advise on donor grants and proposal to the HOD and PC prior to signing of agreement. Also ensure timely and accurate financial validation is undertaken prior to agreements signing.
• Prepare Annual Appeal budgets, ensure revision of budget if necessary needed and alignment of monthly allocation appropriately within the projects.
• Track, monitor, and follow up on country delegation’s income and pledges, identify overdue pledge payments or dormant pledges and indicate underspending and the requirements for possible time frame extensions.
• Track Donor balances and support the SFO in appropriate coding of expenses.
• Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained.
• Support the HOD in identifying dormant projects and resolve associate issues to close the projects at the earliest.
• Support the SFO in managing the monthly financial cycles with accuracy and quality.
• Act upon audit report recommendations and ensure implementation of the same as per agreed timeline and quality markers.
• Continuously review the IFRC Internal control procedures to identify possible areas of weakness in financial controls within the system and take adequate measures to address those.
• Ensure quality of financial reporting in alignment with IFRC policies, procedures, and donor earmarking/ conditions.
• With the support of the SFO, carefully manage the financial assets of the country delegation in the country. Maintain a fully reconciled Balance sheet, with financial asset values in line with targets and commensurate with the scale of operations (60 days turnover), with realistic forecasts of planned expenditure, limited FX gains/losses, and negligible requests for waiver/ writes off.
• In consultation with the HOD, liaise with the Regional Head of Finance & Administration to keep him/ her updated about significant financial issues pertaining to Philippines and seek advice as required.
• Be proactive and customer focused, resolve issues, provide solutions, drive processes, source quality assistance, and continuously strive to position finance and other corporate services as integral parts of operations management.
• Continuously review and advocate for adequate finance and accounting HR at the IFRC CD and PRC to drive the processes with quality and compliance.
• Guide the SFO to assess, suggest, and implement measures to reduce financial risk of programs and operations by field spot checking and other approaches that may lead to enhanced validation of transactions.
• In collaboration with the SFO, to provide clear and concise financial advice to the programs and operations teams and proactively alert on financial risk and irregularities.
• Support the SFO, incorporate risk management framework & control mechanisms in the programs and operations operation, and disseminate policies and procedures on financial fraud and corruption prevention and control.

Administration and Information Technology

• Provide guidance and support to Administrative Officer (AO) that areas around administration, daily office running, fleet, store, staff travel and IT support it streamlined.
• Support the AO to work on improving the office administrative systems and procedures to make them more efficient and in compliance with the IFRC standard policy and procedures.
• Undertake sudden checks to ensure adequate insurance coverage, proper inventory management, and documentation of the office, delegates house and fleet.
• Support the AO and finance office to ensure all office lease agreements, rental and utilities payments are made in timely manner,
• Ensure that the administration team supports PRC and IFRC CD alike, to troubleshoot and provide event based and on call support in travel arrangements, hotel booking, visa processing, in-country transportation etc.

Human Resources

• Guide and support to Senior HR Officer (SHRO) to ensure quality HR services to the National and International Staff of the IFRC CD.
• Coordinate with PRC HR director/ manager to ensure that the staff members seconded to IFRC receive all benefits as per PRC provisions and in compliance to the local labour law
• Oversight and validate monthly payroll for funded and seconded staff.
• Support the HOD and work in close collaboration with the Senior Health Officer (SHO) to ensure optimum duty of care for all staff of the delegation.
• Work on staff development plan with the SHRO and ensure that all staff have completed mandatory IFRC training courses
• Support the SHRO in coordinating with the respective line managers to periodically review and update all job descriptions and comply with the PRC and IFRC performance appraisal processes.
• Support IFRC CD SHRO and PRC HR departments to work on issues around staff retention, harmonized working culture in the office and teamwork.

National Society Development

• Understand and internalize PRC’s strategy and ambition as a national society and continue to work towards making PRC’s HR, finance and accounting and other corporate system more agile, accountable, and pragmatic.
• Support PRC in realizing their vision of their strategic plan and the strategies and operational guidance as enumerated in the One PRC Plan (OPP).
• Work closely with relevant counterparts in the National Society to ensure on-job capacity building and relevant support provision to PRC in compliance to IFRC policies and procedures especially in the fields of financial sustainability, finance development and HR development.
• Assess, train, support, and advice PRC in their National Society development process; especially in development and upgradation of its HR and financial management systems in collaboration with Finance Development colleagues in the region (IFRC and PNS).
• Advance and complete the CRRA process and eventually assist PRC services and leadership in their journey to become a WWPP NS.
• Work with the FDRS system focal persons at the PRC, APRO and Geneva to ensure PRC’s procedural and documentation compliance on FDRS in relation to audited financial statement etc.
• Lead the corporate services part of any evaluation and audit that is commenced at or commissioned by the IFRC CD in the Philippines.

Enterprise Resource Planning (ERP) Other responsibilities

• Undertake regular financial analysis and health check of existing programs and operations and highlight areas of concern to the HOD.
• Support efforts of the SHRO and SFO in building IFRC staff capacity in the country on HR and financial practices and evolving ERP processes.
• Support the programs and operations team in monitoring their implementation rate and raise concern in relation to slow burn- rate over-spending, earmarking etc.
• Support SHRO and SFO in migration of HR and finance data and system from the existing systems to ERP.
• Support the program and operations staff understand and troubleshoot ERP issues especially in the HR cockpit, and finance and accounting side of the system.
• Work as part of a multi-cultural and diverse team and liaise adequately to support each other; especially at the PRC and IFRC leadership level.
• Be ready to be deployed in the field or in other countries to support any emergency operation or system migration, as directed by the HOD.
• Support the HOD in populating the financial, HR and administrative sides of the risk register and provide solutions, which are relevant and doable.
• Be willing to take up additional responsibilities as required by the organization and as agreed between the employee, and the HOD.

QUALIFICATIONS:

• University Degree in Management, Accounting, Finance, or any related field.
• Professional qualification in accounting or equivalent field is preferred.
• At Least (9) years’ experience on Accounting and Finance or, HR, or operations in general (required)
• Demonstrated proficiency with applications such as Word, Excel, PPT and any other accounting related software including CODA/ ERP/ D365 (required)
• Experience of managing staff and developing system (required)
• Experience working with a Humanitarian/ Non-profit Organization (preferred)
• Experience of coaching/skill transfer/training, and staff development.(preferred)
• Knowledge of International Financial Reporting Standards or equivalent (preferred)