Job Description ADMIN ASST- FINANCE BASIC FUNCTION OF POSITION??
Under the Supervision of the Financial Analyst (FA), the Administrative Assistant ? Finance (AA-F) will work as a key part to an administrative and finance team, supporting the management and operations of the US Peace Corps mission in the Philippines. The AA-F is responsible for bookkeeping and accounting procedures related to maintaining, reconciling and closing accounts in US government activities, including obligation, disbursements, data entry and operations of integrated computerized accounting system (i.e. ForPost). This position requires advanced capability and knowledge in Peace Corps accounting policies and procedures, and reporting systems (e.g. OdyWeb) that require extensive supporting schedules and analyses. The AA-F coordinates with each department on events? budget formulation, implementation, monitoring and control. The AA-F maintains awareness and review documents for accuracy and accountability to Peace Corps procurement and travel requirements, and cashiering and vouchering compliance. The AA-F will serve as an Alternate Cashier. The AA-F provides assistance to Peace Corps Volunteers on financial related matters.
MAJOR DUTIES AND RESPONSIBILITIES????????????????????????????????????????????????????????????????????????????????????????????
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1. Accounting (50%)
a. Records Purchase Orders (obligation) and Purchase Requests (commitments), and ensures accurate amount and correct fiscal coding entered into PC accounting system, reviews completeness and accurate documents to support the transaction before recording in ForPost.
b. Ensures unauthorized commitment will not be processed in PC accounting system
c. Prepares and reviews Cashier and Non-Cashier vouchers in a timely manner, and ensures accurate amount and only valid payment will be processed -- all related documents are available to support disbursement of funds.
d. Ensures compliance on procurement regulation to support obligation and vouchering requirements.
e. Prepares Bill of Collection in a timely manner and ensures complete and accurate documents to support collections.
f. Requests and coordinates setting up new vendors in the system in a timely manner, monitor and make a follow-up on the progress as needed.
g. Responds in timely manner to vendor?s inquiries about Electronic Fund Transfer (EFT) payment status, EFT payment reconciliation, and EFT notifications to vendors
h. Ensures availability of funds to cover Interim/Cash Advance
i. Coordinates with staff on the quarterly travel projections as basis for preparing in-country travel authorizations. Periodically reviews balances and updates Travel Authorization (TA) and obligations if needed.
j. Responds in a timely manner on all Peace Corps Headquarters (HQ) inquiries regarding Vouchers and other issues related to vouchering.
k. Reviews and coordinates with other units the travel allowances of volunteers and prepares volunteers travel allowances if needed; reviews and coordinates counterparts travel for events; prepares travel authorizations, obligations and liquidation of PCVs Travel Allowances, staff travel liquidation before AC clears advances/enter liquidation in ForPost.
l. Oversees and coordinates with Admin Clerk (AC) in reviewing of TAs computations for staff and volunteers international travel for accuracy before AC enters amounts in ForPost.
m. Perform other duties or activities as required.
2. Financial Analysis (30%)
a. Ensures determination of availability of funds prior to making obligation
b. Leads periodic reviews of open obligations (monthly and quarterly) and performs thorough and comprehensive review of open obligation prior to fiscal year end closing.
c. Conducts continuous evaluation on the sufficiency of obligation balances, to include but not limited to staff travel, airfare, lodging, volunteer allowances and the quarterly block obligations.
d. Prepares various schedules and analyses to assist the Financial Analyst in the preparation of Mid-Year Review and Annual Operating Plan
e. Closely monitors spending level against approved budget across all purpose codes.
f. Closely coordinates with Training Assistant or event coordinator on financial requirements in relation to requesting Purchase Order, Vouchers and cash requirements.
g. Coordinates with other department and provide budget and expenses status reports on quarterly basis including monitoring of expenses.
h. Performs reviews and prepares/assists in audits, or other designated inquiries and reviews.
i. Perform other duties or activities as required.
3. Volunteer Support and Other Administrative Support (20%)
a. Processes Volunteer Living Allowance & Reimbursements through Peace Corps? VICA system, and cash payments. This includes reviewing and preparing obligations, and attending to queries from volunteers.
b. Handles Volunteer inquiries and concerns related to Volunteer In-Country Allowance (VICA).
c. Processes returns of living allowances of PCVs going on Early Termination (ET), Interrupted Service (IS) or early Close of Service (COS) via Bill of Collection (BOC) on ForPost.
d. Conducts presentations and training sessions on Administrative and Finance topics as requested by FA.
e. Assists Financial Analyst on surveys tabulation and analysis includes but not limited to PCV allowances and staff per diem allowances.
f. Responsibly manages, and ensures safekeeping, of records electronic and hard copies. Meets Peace Corps Record Management policies and procedures.
g. Serves as Alternate Cashier and back-up of Principal Cashier.
h. Serves as back-up of FA in assisting the DMO in financial functions, Administrative Clerk and AA-HR for PSC government contributions payment preparation and posting and HRMS data entry for non-recurring transactions (deductions, adjustments and overtime).
i. Actively participates in trainings and continued education. Attends all mandatory trainings.
j. Perform other duties or activities as required.
QUALIFICATIONS
Education: Bachelor?s Degree in Accounting, Business Studies, Administration, or Management.
Prior Work Experience: At least two years of experience in accounting, finance, financial management, and administrative operations, with a Bachelor?s Degree in a related field (Accounting, Business Studies, Administration, or Management);?? Prior relevant work experience with US Government agencies, or the Peace Corps, an advantage.
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Job Knowledge: Working knowledge of appropriation and allotment, bookkeeping and accounting procedures related to maintaining, reconciling and closing accounts activities, including appropriation funding, allotments, obligation and disbursements; accounting procedures and operations of integrated computerized accounting system, reporting systems that may require extensive supporting schedules and analyses; and of computerized accounting procedures where keyboard data entry is required. Awareness of procurement requirements in compliance with vouchering requirements.
Sound knowledge in US Government Financial Policies and Procedures and or with Peace Corps is an advantage.
Skills and Abilities:
Analytical/Accounting: Ability to analyze the interrelationship of accounts that are affected by varied transactions and documents, accounting codes, and account structures, and that involve detailed procedures for setting up and liquidating obligations. Ability to analyze accounts maintenance transactions sufficiently to be able to detect errors and avoid unauthorized commitment/obligations.
Communication: Ability to communicate (oral & written) in English and Tagalog, across multiple levels of contacts.? Ability to both give and receive feedback, to work independently and as a part of a team. Ability to organize, multi-task, work under pressure and proactively manage volume of work to deliver quality and timely output.
Computer and data processing: Working proficiency in Microsoft Word (at a minimum should know how to create documents, formatting options, generate forms/templates, add graphics), MS Excel (can use formulas in worksheets and complex calculations, structure and present data, understanding of excel features like tables, cell styles and formatting options) and PowerPoint (can prepare presentations with simple designs, add and format text, and create charts) are required. Basic knowledge in Outlook and other MS Office applications. Proficiency in Accounting software or application, preferred. Proficiency in formatting PDF as templates or forms an advantage.
Language Proficiency: Fluency in speaking and writing in English and Filipino language is required.
Deadline for Applications is August 16, 2020
Additional Information
Career Level
1-4 Years Experienced Employee
Qualification
Bachelor's/College Degree
Years of Experience
2 years
Job Type
Full-Time
Job Specializations
Accounting/Finance, General/Cost Accounting
