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. Additionally, 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).

Beyond day-to-day responsibilities, the Finance Manager must provide positive and proactive engagement with all Foundation staff and also 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.

• Maintain financial records and bookkeeping for the Foundation.
• Prepare monthly accounts from source documents through trial balance and ensure that all accounts are accurate and properly verified via source information.
• Reconcile all balance sheet accounts (creditors, bank accounts, credit cards, etc.).
• Prepare monthly and quarterly financial statements and managerial reports including project and program financial updates and forecasts.
• Manage, record and document day-to-day financial transactions within the OSI financial cycles, processes and policies.
• Manage receivables and payables and ensure controls and segregation of duties are in place.
• Maintain accurate inventory accounting for equipment and supplies in the Foundation warehouse as well as those maintained elsewhere in the Philippines.
• Ensure financial records and methods are in compliance with applicable standards and regulations.
• Work with the ED and Board of Directors to ensure a proper control environment is maintained.
• Prepare for and facilitate audits and other reviews.
• Work directly with OSI Finance Department to assess the financial statements and position of the Foundation on an as-needed basis.
• Work with the ED to maintain an accurate and up-to-date understanding of the financial position and health of the Foundation at all times.
• Assist the ED and other staff by interpreting financial information to inform programmatic and operational decision-making.
• Support the ED and other staff in the development of annual and multi-year plans and budgets.
• Assess and reconcile monthly and quarterly budget variances to ensure that programs and operations remain on track and are properly accounted for.
• Work with the ED to provide quarterly advance requests and reconciliations to OSI in accordance with required timelines. Do not allow unreconciled balances to remain outstanding.
• Ensure that all expense reporting is managed in a timely and accurate manner and that expense accounts are reconciled in accordance with Foundation timelines.
• Oversee payment of expenses, direct debits and other forms of payment.

• Oversee all procurement activities under the guidance of the ED.
• Ensure that all vendors are verified legal entities with appropriate supporting documentation.
• Manage related party vendors and ensure that conflicts of interest are properly resolved.
• Acquire optimal pricing and financial terms for major budget items including lodging, transportation, meals, medical supplies and equipment.
• Deploy techniques including blanket purchasing agreements with large vendors and obtain multiple bids under the guidance of the ED and OSI.
• Approve all procurement related staff advances under guidance of country manager.
• Ensure that OSP aggregate staff advance level does not exceed prescribed minimums.
• Ensure all purchases are properly documented and reviewed to ensure ongoing best value.
• Collaborate with OSI to revise OSP procurement manual and processes.
• Conduct ongoing training for local and global staff that work with the Foundation based upon related policies as well as the business environment in the Philippines.
• Develop and execute an annual procurement plan to foster proactive planning and support budget activities.

• Manage the day-to-day running of the office including internet, mobile phones, computers, stationery, purchasing etc.
• Manage relationships with suppliers and vendors as appropriate.
• Maintain a filing system for the office and manage incoming and outgoing correspondence.
• Support the ED and Board of Directors with the renewal of annual insurances, rental and lease agreements.
• Perform general administrative tasks (mailings, deliveries, etc.) in support of on-going operations.
• Ensure that all donor and OSI requirements related to risk management and compliance are communicated to all staff including training and documentation of performance.
• Maintain adequate insurance to protect assets, safeguard operations, and minimize potential 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, capable of supporting the efforts of multiple individuals, departments and projects.
• High degree of flexibility and motivation, and positive “can-do” attitude.
• Ability to prioritize activities, and work independently in a fast-paced environment.
• Knowledge of healthcare and considered helpful but not required.