Finance Administrative Officer

LoveYourself, Inc. is looking for an Administrative & Finance Officer. The Officer will be responsible for providing comprehensive administrative and financial support for the MSD-sponsored clinical trial in the Philippines. Reporting directly to the Study Coordinator, this role will involve managing financial transactions, maintaining budgets, ensuring compliance with MSD's financial protocols, and handling day-to-day administrative tasks. The Admin and Finance Officer will support the clinical trial team in ensuring smooth operations, efficient financial tracking, and timely administrative coordination. Specifically, the officer shall:

A. Full List of Job Description

• Assist in the preparation, monitoring, and tracking of the study budget. Ensure expenses align with budget allocations and that variances are communicated to the Study Coordinator.
• Review and process invoices from vendors, site payments, and other trial-related costs. Ensure accurate and timely processing in accordance with MSD's financial protocols.
• Prepare regular financial reports for internal and sponsor review, highlighting expenditures, projections, and any deviations from the budget.
• Monitor and track all financial transactions related to the study, including payments to clinical sites, service providers, and vendors.
• Coordinate and process purchase orders for study-related materials, supplies, and equipment, ensuring that orders are made in a timely manner and within the budget.
• Manage communication with vendors and service providers to ensure timely delivery of materials, services, and supplies for the clinical trial.
• Ensure proper allocation of resources for site activities and support logistical needs for the clinical trial team.
• Organize and maintain all administrative and financial documentation for the clinical trial, including contracts, invoices, purchase orders, and payment records.
• Coordinate travel arrangements for clinical trial staff, investigators, and other team members as required. This includes booking flights, accommodations, and local transportation.
• Assist in scheduling and organizing meetings, conference calls, and events for the clinical trial team and stakeholders.
• Ensure that all financial and administrative processes comply with local regulations, MSD policies, and Good Clinical Practice (GCP) standards.
• Assist with internal and external audits by providing accurate and up-to-date financial and administrative records.
• Support the implementation and maintenance of financial controls to ensure transparency and prevent discrepancies in financial reporting.
• Act as a primary point of contact for the clinical trial team regarding administrative and financial matters.
• Collaborate with study teams, clinical sites, vendors, and other stakeholders to ensure smooth communication and coordination of activities.
• Assist the Study Coordinator and team in resolving any administrative or financial issues that arise during the course of the study.
• Help monitor key financial performance indicators (KPIs) to ensure that the clinical trial stays within budget and is financially efficient.
• Assist in providing financial forecasts for the trial, ensuring that necessary resources are available as required.
• Ensure that all records related to contracts, finance, procurement, and administrative documents are properly filed, organized, and easily accessible.
• Maintain confidentiality and ensure the security of sensitive financial and administrative data in accordance with MSD's policies.
• Perform other tasks as may be assigned by the Head of Knowledge and Innovations, Lead for Research & Innovations, Head of Finance, Study Coordinator or Investigators as the need arises.

B. Competencies & Qualifications

• A Bachelor's degree holder, preferably with a Finance or Accounting-related background
• At least a year of research and/or relevant working experience
• Preferably living in or near Shaw Boulevard, Mandaluyong City
• CLINICAL – Able to embody unconditional positive regard towards clients
• TECHNICAL - HIV Counselor Certification, Proficient in oral and written English business communication; operation of computer and other ICT equipment; familiarity with network, systems or software maintenance; knowledge in the use of Microsoft 365 and Google Workspace; organizational skills; time and workload management; Good Clinical Practice (updated)
• OTHERS - Can work with minimal supervision, highly trainable, detail-oriented, resourceful, can work well within a team (including point persons from foreign partners), proactive, open to constructive feedback, and gender-sensitive

C. Equal Opportunity and Affirmative Action at LoveYourself, Inc.

LoveYourself, Inc.
 is dedicated to fostering a diverse, inclusive, and equitable workplace. As an equal employment and affirmative action employer, we prohibit any form of discrimination against current or prospective employees based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information, or any other status or characteristic protected by applicable law.

D. Our Values and Commitment to Safeguarding and PSEAH

LoveYourself, Inc.
is committed to maintaining a safe and respectful environment, free from abuse, exploitation, and harassment, including but not limited to sexual abuse, exploitation, and harassment. To safeguard the well-being of everyone involved with our organization and programs, we require all personnel including staff and volunteers to share this commitment and sign our code of conduct.

All offers of employment are subject to rigorous screening processes, which include reference checks, criminal background checks, and terrorism financing checks. In alignment with Global Fund standards, we also seek information from applicants' previous employers about any substantiated incidents of sexual abuse, exploitation, or harassment that may have occurred during their tenure. By applying, candidates affirm their understanding of and consent to these screening protocols.

This job posting provides an overview of the primary responsibilities associated with this role. It is not intended to prescribe or limit the exact tasks that may be assigned. LoveYourself Inc. reserves the right to modify this document as necessary.