JOB SUMMARY:

The Documentation Officer processes and ensures that land documents and permits are in order, and that all required loan documents are submitted for approval to the respective financial institutions, in coordination with the project partners.

JOB SPECIFIC DUTIES AND RESPONSIBILITIES

• Process the following documents:
• transfer of ownership of titles of land acquired or donated for project development
• permits and licenses necessary for the projects (i.e. development permits, etc.)
• conversion of land titles from agricultural to residential, as the case may be.
• Gather/collate the names of potential home partners for submission and follow-up with Pag-Ibig for purposes of pre-qualification and subsequent approval.
• Collect and gather loan documents required by developers from potential home partners.
• Submit loan folders to developers or directly to Pag-Ibig Fund (HDMF).
• Organize all legal documents, permits and licenses in a central file for each housing project.
• Handle funds (collection) in coordination with the project partners (developers).
• Perform other job-related duties and responsibilities as may be assigned from time to time.

Habitat for Humanity requires that all employees take seriously their ethical responsibilities to safeguard our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have particular responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation, and abuse; safeguards the rights of beneficiaries and community members (especially children); and promotes the implementation of Habitat for Humanity’s code of conduct.

JOB SUMMARY:

The Finance Manager contributes to the achievement of Habitat Philippines’s strategic objectives through strengthening of the internal accounting controls, continuous improvement of the financial processes and procedures, compliance to applicable laws, rules, regulations, policies, systems and process, coordination with relevant stakeholders, training and support to Habitat Philippines staff and partners.

This position is primarily responsible for the oversight of Habitat Philippines’s general financial operations, month-end closing and year-end closing accounting processes and procedures, effective functioning of SunSystems, and timely submission of relevant financial reports to all stakeholders.

JOB SPECIFIC DUTIES AND RESPONSIBILITIES

1. Financial Planning/Budget Preparation

a. Facilitates organizational budget preparation (per regional office, per line of business, functional unit, and over-all) for submission to SMT and NBOT (National Board of Trustees).

b. Facilitates budget preparation per fund source (per project and donor) for submission to respective donor agencies

c. Reviews the project costing prepared at the inception of the project proposal.

d. Regularly reviews the list of standard cost of construction-related materials as well as other costs that is necessary in drafting a project cost report by Operations Team.

2. Fund Administration

a. Acts as budget holder for Admin/Unrestricted Funds per Delegation of Authority

b. Reviews and approves liquidation of petty cash/revolving fund of PNO and regional offices

c. Monitors and conducts timely follow-up of projected cash inflow with RD.

d. Lead in thorough analysis of appropriateness of each expense charged to each project and reflects any funding gaps in a regular report to be discussed to Director of Finance and publish such in order to inform COO & Head of RD.

e. Make sure to regularly align the project revenue & expense projections with RD and Operations team to avoid funding gaps.

3. Accounting and Taxation

a. Reviews and ensures correctness and validity of supporting documents for cash receipts, project-related disbursements & non-cash transactions, and project adjustments of PNO and regional offices before forwarding to respective staff for entry in Sun system.

b. Regular review of all active/open projects to ensure accuracy that all related project entries were properly captured on the respective period and labeled with proper L codes (project, department, donor, event & line of business).

c. Ensures generation of reliable and timely project financial statements and provides analysis for submission to SMT monthly

d. Ensures project compliance with government tax and other legal regulations (ie. BIR, SEC, LGU, etc.)

4. Donor Compliance

a. Checks provisions in donor agreements on Finance matters and reporting and ensures compliance.

5. Financial Monitoring

a. Prepares and analyzes Budget Variance Reports (over-all/ organizational) for monthly SMT reporting and quarterly NBOT reporting

b. Monitors and analyzes Fund Utilization per fund source (per project and per donor), and ensures full cost recovery especially for Admin costs (ensures preparation of journal entry for program costs and supervision or admin costs recovery allocation & charging to various projects)

c. Facilitates Budget Variance Analysis per fund source (per project and per donor) and coordinates with donor management & project team for submission to donor agencies.

d. Reviews the work of the Project Coordinator for submission to other departments, in compliance with donor requirements or monthly active projects report which is to be forwarded to the Controller for completion of monthly cashflow.

6. Internal Control and Audits

a. Coordinates with external audits (annual and interim) and attends to external auditors' finance project related concerns.

b. Coordinates regular donor audits and attend to project/donor auditors' concerns

c. Recommends internal control measures, finance policies and procedures to strengthen the organization's internal control and financial management system, and documents and incorporates the enhanced finance policies and procedures into the Finance Manual

d. Conducts due diligence process in selection of Implementing Partner.

7. Database and File Management

a. Ensures maintenance of complete and updated project and donor softcopy & hardcopy files e.g. Agreements, contracts, addendum of contracts, budget, reports etc.).

b. Supervise proper filing of bank account documents.

c. Supervise proper storage & inventory of accountable forms (official receipt and checks).

8. Continuing Professional Education

a. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

9. Staff Development and Performance Management

a. Takes active role in training and developing staff including mentoring, cross – functional assignments, job rotations, stretch assignments, mobility to new roles and positions.

b. Identifies performance expectations, assesses staff performance, gives timely feedback and conducts formal performance appraisals.

c. Recognize team members based on performance

d. Takes timely and appropriate corrective actions on erring staff.

10. Coordination and Support:

a) External and Internal Auditors - Supports the audit processes through coordination with different stakeholders and provision of logical support.

b) Resource Development (RD) Team - Supports the RD Team in the development of the budget proposal.

c) Program Team - Coordinates with program on project’s site visit for financial monitoring and compliance purposes. Supports the family selection process, if required.

d) Partners – Supports the monitoring of partner’s financial transactions consistent to the terms and conditions with the signed agreements.

e) Compliance – Coordinates with the Compliance Specialist/ Attorney on the provision of required financial information to the Royal Government of Philippines.

f) NBOT – Coordinate with Finance of Committee member of NBOT to address/report strategic financial matters.

g) Financial/ Banking institution – Coordinates with banks on changes of signatories and access of relevant Finance positions

h) Asia Pacific Regional Office (AP) - Coordinates with AP on compliance with the reporting requirements, promoting, strengthening and adhering to HFHI policies, processes and procedures.

11 Others Perform other related job duties or tasks that will provide career growth, as endorsed and approved by the Finance Director.

JOB QUALIFICATIONS / SPECIFICATIONS

Work Experience:

• 10 years combined experience in Accounting, of which 5 years deals with fund accounting.
• At least 5 years in finance project management, of which is composed of complex grants and a wide variety of donors (both local & international).
• Involvement in working with International NGO and simultaneously handles international or large-scale projects,
• Meaningful experience in leading a team.

Education / Training:

• Degree in Accountancy or business-related course. MBA or CPA license is a plus.

Habitat for Humanity requires that all employees take seriously their ethical responsibilities to safeguard our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have particular responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation, and abuse; safeguards the rights of beneficiaries and community members (especially children); and promotes the implementation of Habitat for Humanity’s code of conduct.