Job Description / Requirements
ASMAE – Association Soeur Emmanuelle recruits an ADMINISTRATIVE AND FINANCE OFFICER

I. GENERAL CONTEXT
Asmae is a French international solidarity NGO specialized in child development. Independent, non-religious and non-political, it is open to everyone.
Created in 1980 by Sister Emmanuelle following her experience with scavengers in Egypt’s slums, Asmae keeps on respecting its founder’s values and methods: listening and proximity, pragmatism, respect of the differences, professionalism and reciprocity.
Asmae’s action aims to support vulnerable children and their families through providing tailor-made and long lasting support to local stakeholders working on child education and protection.
Its vision, “A fair world which guarantees that children can live and grow with dignity within their environment, to become free women and men who contribute to society”, is broken down into four missions:
• Stimulate child development through a global approach. To do this, Asmae also works on family support by taking their environment into account;
• Build the capacity of local stakeholders involved in child development, boost cooperation amongst them and maximize their social impact;
• Stand up for children by raising awareness and advocating;
• Experiment, disseminate and share practices.
Nowadays Asmae supports education and protection projects through 59 local organizations in Burkina-Faso, Egypt, France, India, Lebanon, Madagascar, Mali and Philippines. Furthermore, in France, Asmae also directly manages a mother and child care center.

II. BACKGROUND
Asmae has been working in the Philippines since 1989. It has developed programs on prevention of school drop-out and underperformance, prevention and care of children at risk, adolescence support and support to children with disabilities. Asmae currently partners with 9 local NGOs in two areas: Luzon (mainly Metro Manila) and the Visayas (Panay, Negros Occidental and Bohol).

III- GENERAL OVERVIEW OF POSITION / WORKING CONDITIONS :
• Job title: Administrative and Finance Officer
• Location: Philippines
• Line manager: Country Coordinator/Representative
• Main functional relationships: National Office Assistant, Technical Advisor, Head Office Administrative and Finance Officer, Public Co-financing Officer
• Status: Local contract

IV. MISSION:
The Administrative and Finance Officer implements and monitors the accounting and financial operations of the local office to which he/she is assigned. He/she also carries out activities associated with the Payroll and Administration processes of personnel.
The Administrative and Finance Officer follows the local security and safety rules and procedures and participates to the security context analysis.

V- RESPONSIBILITIES:
5.1. Accounting and financial management:
• Checks the eligibility of the accounting documents of Asmae and its partners
• Records invoices after budget allocation in cash journals
• Proceeds with the monthly publishing and sending to the HQ of the financial report and associated documents, in compliance with the consolidation process
• Records the validated adjustments and reallocations
• Manages and monitors fixed assets
• Prepares and ensures the carrying out of the association’s financial audits
• Prepares and implements the audits of the association’s partners, as part of co-financed projects

5.2. Budget management:
• Proceeds with the validation, then with the archiving of budget monitoring reports, in accordance with the applicable rules of the association
• Alerts the Country Representative in case of exceeding and/or under-consumption of budget lines
• Checks the expenses made in connection with the activities carried out in the field, and ensures suitable communication with the Country Representative and partners
• Ensures the monitoring, support and training of the association’s partners in their accounting and financial management
• Participates in the drafting of budget proposals (new projects at the writing stage) and interim and final financial project reports (donor format)
• Ensures the monitoring of the budget review in accordance with the applicable procedures

5.3. Administrative management:
• Proceeds with the archiving of accounting and administrative documents in accordance with the applicable procedures
• Ensures compliance of the requirements and procedures of the association’s donors, and alerts the Country Representative in case of non-compliance
• Ensures the monitoring of institutional donor contracts and partnership agreements
• Carries out the administrative monitoring of the association’s bank accounts

5.4. Cash management:
• Ensures the carrying out and monitoring (cash report and bank reconciliations) of cash operations (Cash and Banks) in accordance with the applicable procedures
• Proceeds with the monitoring of the cash flow forecast and with the sending of fund transfer requests
• Implements rules relating to fund security (bank deposits, cash and safety-deposit box management)

5.5. Implementation of legal and regulatory obligations:
• Contributes to the establishing of registration procedures or renewal of the association’s authorisation to intervene in the country, in connection with the National Office Assistant
• Ensures activities relating to the Payroll and Administration processes of personnel (social welfare and tax affiliations, support with obtaining a visa, preparation of contracts/amendments/timesheets, consolidation of variable Payroll elements, social security declarations), in compliance with the regulatory framework, the association’s procedures, and in connection with the local legal advisor

5.6. Contribution to the development of National Office activities:
• Participates in the hosting and leading of team meetings
• Contributes to the carrying out of training/experience-sharing activities within the association, and participates in local business networks
• Participates in institutional representation meetings and activities

VI. PROFILE

Education
• Master’s Degree or equivalent in business administration, finance and/or accounting
Professional Experience
• Significant experience in finance management for both corporations and non-profits
• Desirable experience in project management and international public/private funds

Professional Skills
• Saga Software is an asset
• Experience in developing guidelines, procedures and trainings
• Excellent communication skills including active listening
• Ability to work independently and manage multiple responsibilities
• Fluent in English (oral and written skills); French speaking skills would be a plus.

Qualities
• Highly committed and professional behaviour
• Able to initiate relationships based on mutual trust and respect
• Excellent organizational skills
• Adaptability and flexibility
• Strong level of initiative
• Diplomacy and humility

VI. PRACTICAL INFORMATION:
Job location: Manila
Start Date: February 2017
Status: Regular employee (national)
Monthly Gross Remuneration: PHP 45,000
Benefits: Health coverage (SSS, PhilHealth, PagIbig) and medical insurance, 50% of transportation costs (home-office)

How to Apply
Candidates should send a detailed resume outlining their academic and professional background relevant to the proposed position, as well as a cover letter, showing the persons motivation and expertise, via email to philippines.luzon@asmae.fr with the following reference AS-PHILAFO-2017.