Finance and Administration Manager

Overview

The Finance and Administration Manager is responsible for the finances and accounting of the Operation Smile Philippines Foundation. Day-to-day responsibilities include managing procurement activities and operational transactions and costs to ensure Foundation resources are optimally deployed. The Manager will work in close collaboration with the Foundation Executive Director for budget planning and will support the Foundation team with financial analytics to enable optimal clinical program and fundraising decisions. The Finance Manager will maintain accurate books and records and provide timely financial reporting. The Manager will ensure that Foundation policies, procedures and reporting comply with national regulatory and ethical standards as well as those of Operation Smile Inc. (OSI). The Manager must provide positive and proactive engagement with all Foundation staff and maintain a thorough understanding of all Foundation activities in programs and fundraising. The Finance Manager must act with professionalism in all activities and maintain the confidentiality of all Foundation and donor information. Finally, the Manager will support the Executive Director in reporting to and collaborating with the Foundation Board of Directors, Operation Smile Inc., and other stakeholders.

• Financial Management & Accounting: Maintain financial records and bookkeeping for the Foundation; prepare monthly accounts from source documents through trial balance; reconcile balance sheet accounts; prepare monthly and quarterly financial statements and managerial reports including project and program updates and forecasts; manage day-to-day financial transactions within OSI policies; manage receivables and payables with proper controls; maintain inventory accounting for equipment and supplies; ensure compliance with applicable standards and regulations; work with the ED and Board to maintain a proper control environment; prepare for audits and reviews; coordinate with OSI Finance Department as needed.
• Financial Planning & Analytics (FP&A): Maintain up-to-date understanding of the Foundation’s financial position; interpret financial information to inform programmatic and operational decisions; assist in development of annual and multi-year plans and budgets; reconcile monthly and quarterly budget variances; provide quarterly advance requests and reconciliations to OSI on time; ensure timely and accurate expense reporting and reconciled expense accounts; oversee payment of expenses and other payments.
• Procurement: Oversee procurement activities under the ED’s guidance; verify vendors as legitimate entities with appropriate documentation; manage related party vendors and resolve conflicts of interest; secure optimal pricing and terms; use procurement tools and obtain multiple bids; approve staff advances; ensure expenditures are properly documented and reviewed; collaborate on procurement manual and processes; train staff on related policies and the local business environment.
• Administration & Operations: Manage daily office operations (internet, communications, devices, stationery, etc.); maintain supplier relationships; manage office filing and correspondence; support renewals of insurance, rental and lease agreements; perform general administrative tasks; ensure donor and OSI risk management and compliance are communicated to staff with training and documentation; maintain adequate insurance to protect assets and minimize liability.

• Certified Public Accountant or similar degree in Finance or Accounting.
• 5-7 years of work experience in Finance or Accounting.
• Strong planning and organizational abilities; able to support multiple individuals, departments and projects.
• High flexibility, motivation, and a positive “can-do” attitude.
• Ability to prioritize and work independently in a fast-paced environment.
• Knowledge of healthcare is helpful but not required.