Admin and Finance Manager

vor 2 Wochen

Genf, Genf, Schweiz Hdcentre Vollzeit

The Centre for Humanitarian Dialogue (HD) is a private diplomacy organisation founded on the principles of humanity, impartiality and independence. Its mission is to help prevent, mitigate, and resolve armed conflict through dialogue and mediation. HD has been working in the Philippines since 2005 facilitating several mediation initiatives. These aim to establish a conducive environment for resolving the conflict through dialogue, and enable the parties to develop their own vision for a political solution to the conflict. HD is currently looking for a:

Admin and Finance Manager

Location: Quezon City, Philippines

Working Arrangement: Hybrid

Starting date: June 2025

Overall purpose of the position

The Admin and Finance Manager will ensure the smooth running of finance, including preparation of donor budget and donor financial reports; preparation and review of accounting reports, logistics, general and personnel administration of the Philippines office (both Manila Office and relevant Field Offices as applicable), liaison with statutory and grant auditors, and that rules, policies (including Standard Operating Procedures) and controls are applied consistently and adequately, and that statutory filings for tax and accounting purposes are timely, accurate and comply with local laws and regulations.

Responsibilities:

Finance & Accounting

  1. Prepares donor budget proposals and donor financial reports, internal budgets & forecasts, projections and amendments;
  2. Prepares budgets for, or reviews budget proposals from, implementing partners/subgrants and makes recommendations to the OM/SPM for approval; mentors the FO to do the same;
  3. Oversee project/statutory audits, coordinate with the external auditor and provide input in the review of the Engagement Letters;
  4. Manages bank accounts, petty cash (including monthly cash count and preparation of bank reconciliations), and directs the preparation of monthly cash request;
  5. Prepare Financial Statements and reconcile GL and vendor accounts, in collaboration with the Singapore Regional Office and Geneva Headquarters;
  6. Review/approve of reclass and Manual Journal Entries;
  7. Prepare monthly salary reconciliation;
  8. Review/approve Balance Sheet accounts reconciliation;
  9. Performs the following functions in the Accounting System:
  10. Posting of suppliers/vendors' invoices;
  11. Posting of staff work advance reports & partners' liquidation reports;
  12. Posting of expense reimbursement claims;
  13. Posting of payment journals;
  14. Review and authorises/approves online/cheque payments;
  15. Directs the calculation of the accruals for the regular closing of the books;
  16. Liaise with relevant field office/s in the Philippines and implementing partners, coordinating timely financial reporting;
  17. In coordination with the program team, monitors project budgets. Predicts and informs project managers and supervisor in case of variances between actual/forecasts and budget;
  18. Monitors Internal Controls over financial reporting, identifies gaps in the ICS and anti-fraud controls, proposes improvements to related policies and procedures to mitigate the risks, ensure timely communication and escalation if needed.

Human Resources

  1. Prepares monthly salary allocations;
  2. In-charge of the human resource functions of the Philippines office;
  3. Recruitment: Supports the SPM in overseeing the process of hiring new personnel/consultants including preparation of contracts in coordination with the RHRM;
  4. HR Admin: Supervises the maintenance of personnel files, Hubdrive, timesheets, preparation of leave balances and other HR admin related tasks;
  5. Compensation and Benefits: Administers the payroll and the remittance of related social charges and taxes to the relevant authorities including managing staff benefits;
  6. HR Policies: Assists in the review of personnel handbook and HR policies, coordinate with the supervisor, RHRM and local lawyers to ensure compliance with local labour law;
  7. Performance Appraisals: Supports the SPM in the annual updating of Staff/Consultants' TOR and in the conduct of performance appraisals;
  8. Training and Development: Identifying and supervising the arrangement of training and development programs;
  9. Employee Relations: Managing any staff conflicts, grievances, disciplinary matters, etc. and reporting to the SPM and RHRM about these issues. Serving as a link between management and staff.

Administration and Logistics

  1. Acts as HD Philippines' liaison person with relevant government agencies (tax / labour authority etc.), HD Singapore Regional office and Headquarters in Geneva with respect to finance, admin and HR matters;
  2. Oversee company register and government regulatory reporting;
  3. Oversee compliance of procurement of goods and services in accordance with HD policies and donor grant terms;
  4. Oversee review/processing of expense and travel claims and take part in streamlining / improvements related to these processes.

Management Responsibilities

  1. Leads and manages a small finance and administrative team, ensuring effective delegation and monitoring of tasks;
  2. Provides regular coaching and development opportunities for team members to build capacity and improve performance;
  3. Ensures clear communication of expectations and feedback to direct reports.

Others:

  1. Supports the SPM in building rapport/maintaining good relations with donor representatives;
  2. Any other tasks as required by the supervisor.

Qualifications:

The relevant candidate should have:

  1. Strong skills in financial management;
  2. Demonstrable experience in managing grants and knowledge of donor funding rules and regulations;
  3. Experience managing and leading a small team in a cross-functional environment;
  4. Commercial education with more than 10 years of experience in a relevant function including reporting to a regional office;
  5. Full professional accountancy qualification (for example CPA, CMA, etc), an advantage;
  6. Accounting knowledge /experience and solid understanding of accounting principles;
  7. Strong command of English with excellent listening skills;
  8. Strong organisational and analytical skills;
  9. High proficiency in MS Excel, Pivot tables, Jet Analytics Power BI or similar;
  10. Adequate knowledge in accounting software application particularly Microsoft Dynamics Business Central (BC), knowledge of FP&A tools is an advantage;
  11. Knowledge or experience in the NPO sector;
  12. Trustworthy and good interpersonal skills;
  13. Strong written and oral communication skills;
  14. Ability to work in teams, including remote interaction and independently, to lead a team;
  15. Strong prioritization skills, excellent organizational and planning skills and ability to work under pressure; hands on;
  16. Proactive, service oriented, supportive and approachable.

If you are interested in this position and meet the above-described qualifications, please send your resume (maximum 2 pages) with a short cover letter by 28 March 2025 to HRPhilippines@hdcentre.org.

HD is an equal opportunity employer. For more information, please visit www.hdcentre.org.

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