Project Finance Assistant

The Project Finance Assistant will provide financial operations support including budget monitoring, transaction processing, financial reporting, and compliance with organizational and donor financial procedures to ensure accurate and timely financial management of project resources under the EU4Mindanao Action in Davao City, Philippines.

Responsibilities

• Provide overall administrative support to UNJP /PHI/088/EC
• Assist in office administration and maintain up-to-date and accurate financial records of all disbursements and receipts related to the Representation and projects, and use these records as a basis for preparing financial reports for use by the FAOR, RAP, donor, Government, and other partners
• Assist in monitoring the project budget, tracking expenditures and commitments against approved allocations
• Review Project Status Reports and Transaction Listings in iMIS, in collaboration with the FAO team, based on approved annual work plans and projected future project activities
• Update and maintain electronic and paper filing of relevant administrative and financial information; assist in the preparation of budget revisions
• Prepare purchase requisitions in consultation with the Project Team, source information for potential local suppliers, facilitate arrangements for inspection and delivery of inputs and supplies, and ensure the timeliness of delivery of all required inputs
• Submit payment requests for very low value procurement, reimbursements
• Process payments in accordance with prescribed guidelines for disbursement of Operational Cash Advances (OCA) and Outposted Petty Cash (OPC)
• Ensure timely submission of human resource-related employment requirements for project staff (timesheets, contracts, QARs and other related documents)
• Provide support in project closure
• Establish and maintain an inventory of all project properties (equipment, furniture, fixtures, other attractive items and supplies)
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative
• Ensure compliance with donor visibility requirements and proper implementation of the project’s communication and visibility activities across teams and actions, including in line with the European Commission’s “Use of the EU emblem in the context of EU programmes 2021–2027” and “Communicating and raising EU visibility – Guidance for external actions” (July 2022). Ensures that all teams, consultants, grantees and implementing partners comply with relevant visibility requirements.

Requirements

• University degree in accountancy, finance, business administration, management, commerce, economics or other related discipline relevant to the assignment
• At least five (5) years of experience in providing administrative and financial/logistical support to project implementation at the field level, with demonstrated knowledge of financial risk management, accountability mechanisms, audit readiness, asset sustainability, and effective coordination with programme management and finance functions
• A national of Philippines
• Working knowledge (level C) of English and Filipino
• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
• Excellent written and oral communication skills in English and Tagalog
• General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point)

Skills

• Financial Risk Management
• Accountability Mechanisms
• Audit Readiness
• Asset Sustainability
• Project Financial Support
• Budget Monitoring
• Transaction Processing
• Financial Reporting
• Donor Financial Compliance
• Financial Procedures Support
• Administrative Support
• Logistical Support
• Microsoft Office Suite
• Excel
• Power Point
• Written Communication
• Oral Communication

Languages

English, Filipino