Administrative & Finance Assistant (Bookkeeper)

3 weeks ago

San Jose, Philippines D’Aboville Foundation and Demo Farm, Inc. Full time

Overview

The Administrative and Financial Assistant will assist the Administrative and Financial Manager in all administrative and financial activities of the Mindoro team. He/She will be in daily contact with the members of the Mindoro scientific and field team (18 people) to collect expense receipts, distribute cash advances, and perform office secretarial tasks (going to the bank, the post office, paying bills, etc.). He/She will also collaborate with the Administrative and Financial team in Manila to coordinate the monitoring of expenses and their justification to the Re:Wild funder.

Responsibilities
  1. Cash Management
    • Assist in preparing cash advances and liquidations, ensuring completeness of supporting documents.
    • Assist in preparing weekly cash records and reports for review.
  2. Financial Documentation & Archiving
    • Collect, scan, and file financial and administrative documents (receipts, invoices, payroll, contracts).
    • Upload documents to the shared drive and ensure filing systems are up to date.
  3. Inventory & Asset Management
    • Assist in maintaining the asset and inventory register.
    • Support physical labelling and conduct periodic checks.
  4. Administrative Support
    • Support small purchases and payment of local invoices (utilities, supplies, etc.).
  5. Office Support & Logistics
    • Monitor office supply stocks and support procurement as needed.
    • Provide photocopying, scanning, and printing assistance.
  6. Coordination & Reporting
    • Ensure timely submission of organized documents to the finance team.
    • Provide regular updates on assigned tasks and flag issues to supervisors.
Required Qualifications & Skills
  • Degree or diploma in Accounting, Finance, Business Administration, or related field.
  • At least 1–2 years of relevant experience in administration and finance support (NGO experience is an asset).
  • Basic knowledge of cash handling, bookkeeping, and inventory management.
  • Proficiency in MS Office and Google Drive.
  • Strong organizational skills, attention to detail, and reliability.
  • Good communication skills and ability to work in a team.
  • Demonstrated integrity and commitment to confidentiality.
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