Temporary Administrative & Finance Assistant, Philippines

• Assist the Finance and Operations Manager in undertaking administrative, financial, and logistical support on activities organized by the Asia regional office in the Philippines.
• Assist program team in organizing and schedule in-person meetings and events.
• Assist program team in organizing audio and video conferences.
• Assist in reviewing incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize responses.
• Assist in facilitating international travel arrangements, events, and local meeting logistics.
• Support in maintaining country director and program team’s calendars and schedule of appointments.
• Assist in compiling and maintaining legal, regulatory, and other requirements to support field office operations including maintaining an office filing system and archiving.
• Assist program team in maintaining and updating project files, including project progress reports, workplans and budgets in compliance with grants and finance policies.
• Organize, compile and process information from program team as inputs to various databases and documents.
• Assist in preparing power point and other presentations/ briefing materials, including computer visualization such as info graphics.
• Prepare payment vouchers in accordance with CIPE’s payment request process.
• Prepare daily cash position report.
• Prepare monthly bank reconciliation of accounts.
• Maintain and organize accounting records management.
• Process invoices and follow up with partners, suppliers, and vendors, etc.
• Process monthly local tax payments deducted from vendors/ suppliers and other government mandated payments.

• Assist in updating field office book of accounts (General Journal, General Ledger, Cash Receipts and Cash Disbursements).
• Assist in creating cost and price analysis reports.
• Liaise with finance and operations manager and program staff to handle payments for partners, suppliers, and vendors.
• Assist in the preparation for audit and review related to local regulatory compliance.
• Provide administrative support during budget preparation.
• Assist in facilitating procurement requests of the field office in compliance with CIPE procurement policies.
• Maintain and update inventory list of field office furniture, equipment, and other physical assets.
• Carry out any other duties as may be required by the finance and operations manager and country director.
• Adhere to appropriate office procedures, CIPE and donor organization policies, and procedures.

• Bachelor’s degree or years of equivalent experience required in one of the following or equivalent fields: Finance, Accounting, Business Administration, or Management-related course.
• Strong understanding of financial principles, budgeting, and financial analysis.
• Professional proficiency in written and spoken in English and Filipino.
• Strong financial acumen and ability to develop and monitor project budgets.
• Ability to work in a diverse team environment, across time zones and hybrid setting.
• Proficient in financial software and Microsoft Excel, Word, Powerpoint, and Outlook.
• 1-2 years of administrative/ finance experience is preferred. Fresh graduates are welcome to apply.
• Excellent interpersonal, coordination, and communication skills.
• Detail-oriented with a high level of accuracy and analytical thinking.
• Ability to take initiative, prioritize and manage multiple, detail-oriented tasks simultaneously with limited supervision.
• Flexibility to collaborate with a diverse team or work independently and deliver consistent, reliable results.
• High regard for culture of competence and contribution to organization-wide culture of innovation, integrity, inclusion, and respect.

• This is a temporary position with a duration of 5 months.

CIPE