Working in collaboration with the Director for Finance & Administration of Rare Philippines, the overall role and responsibility of the Manager for Finance, Grants & Procurement is to provide strategic and programmatic support to Rare Philippines. The position requries a high degree of organizational skills, attention to detail, the ability to provide proactive guidance to colleagues and Rare partners, and to complete independent projects as well as to work in a team environment.
The Manager for Finance & Grants will exercise independent judgment on the following five areas of significance:
Financial Management Responsibilities
- Assist budget owners and the Director for Finance & Administration during mid-year budget revision process and budgeting for next fiscal year
- Monitor and assess the country office’s budget versus actuals, prepare reclass requests if necessary, draw up strategic courses of action to ensure spending within allowable parameters, and generate/distribute monthly reports with analysis that are understandable enough for budget owners
- Release finance bulletins and advisories to keep all staff informed on new and current finance guidelines and other important matters
- Primarily responsible during audits and financial reviews, both in-country and HQ annual audits. He is also responsible in drafting management response to audit observations
- Ensure filing of the audited financial statement (AFS) and general information sheet (GIS) on or before the 31st day of January each year
- Provide regular time charging percentages to staff; monitor monthly timesheets submission particularly ensuring that all staff timesheets are in on or before the 2nd of the following month
- Lead in the conduct of refresher course on procurement, contracting and financial management system for current staff and on-boarding sessions for new hires
- Keep the confidentiality of all Rare documents, records, and information gathered in the course of employment with Rare
- Perform other tasks as may be assigned by the Director for Finance & Admnistration
Procurement and Contract Management
- Provide technical assistance to staff in doing the procurement process, reviews contract agreements and supporting documents, and endorse for further review of the Senior Manager for Grants & Contracts in the US any contractor/subaward agreements that are valued greater than $10,000
- Manage the global contracts monitoring tracker and send out reminders to contract leads whose contracts have passed the expected end dates
Grants and Donor Reporting
- Prepare budgets for possible funding opportunities
- Review donor contracts/cooperative agreements and provide compliance to requirements related to finance
- Keep track of donor and grants reporting deadlines to ensure timely compliance and submission of reports to HQ
- Assist in reviewing and tracking cost share requirements to gather evidence of cost share, and ensuring that files are complete in order to substantiate cost share calculations in the event of an audit
- Establish and maintain positive working relationships with donors and program staff
Sub-Recipients Grant Management Support
- Conduct pre-award assessments and regular monitoring through site visits and ensure timely reporting and close of all core funds issued to implementing partners
- Support program implementation managers to negotiate on costs and cost-sharing agreements with sub-recipients based on donor limitations/requirements (such as allowable, disallowable and allocable expenses)
- Conduct site monitoring visits to ensure compliance and provide financial assistance support to implementing partners
Filing and Record Keeping
- Create and maintain electronic and official hard copies of finance files (grants, budgets, contracts, etc.). Ensure all files are in compliance with donor and Rare policies and practices and all regulatory requirements
- Prepare files for auditors review
- Archive closed grant files, and prepare them for storage
- Internal – Other than taking full responsibility of the local finance unit, he/she is also expected to work with the US Finance team, budget owners, Development staff, and contract leads on a regular basis.
External – This role will be working with implementing partners to ensure adequate financial management system is in place.
This role has direct supervision over the Senior Associate for Finance & Accounting and Finance Assistant.
Required Experience and Education
- A bachelor’s degree in Accounting or Finance is required for this position.
- With at least 5 years of experience working with international nonprofit organizations, particularly on the areas of budget development, management and monitoring; procurement and contracting; and the general financial management system.
- Advance proficiency in using Microsoft Excel. Experience in using Intacct and Databasics is an advantage.
- Proven ability in project management and collaborating with different teams.
- Exceptional organizational skills to prioritize projects and initiate follow through with meticulous attention to detail.
- Superior interpersonal and communications skills, verbal and written, including the ability to engage effectively with staff at all levels in a fast-paced work environment.
- Sound business judgment and ability to manage shifting priorities and competing deadlines to ensure accuracy and high-quality standards while applying a system’s view of outcomes and impact.
- Prior experience in an international, cross-cultural work environment is essential with willingness to work on flexible hours (even beyond the regular working hours) as needed.