Administration and Finance Manager (Manila)

EngageMedia, Manila, Philippines

Skill Required:, Finance and Accounts
Preferred Experience: 
7 to 10 Year
Email for CV Submission: 
Closing Date for Applications: 
16th August, 2019


Job Description

Administration and Finance Manager (Manila)

  • EngageMedia is looking for a Manila-based Administration and Finance Manager.
  • The Administration and Finance Manager oversees and leads EngageMedia’s finance and administration team, ensuring that the organisation delivers effective and impactful program work. The position works closely with EngageMedia's Accountant, Organisational Development Manager, and Finance and Administration team to ensure the organisation’s finance and operations are at the highest standard.
  • Applications should be sent to jobs@engagemedia.org by August 16 with the title "Administration and Finance Manager.”

Position Aims
The aims of the position are to:

  • Drive organisational performance through the provision of high-quality finance and administration management.
  • Build and develop financial strategies aligned with the organisation’s strategic plan.
  • Optimise end-to-end finance and administrative systems and processes.
  • Develop a productive working environment within the organisation.
  • Contribute to developing operational infrastructure to ensure program work is dynamic, strategic and well executed.

Responsibilities

Finance:

  • Maintain responsibility for overall administrative and financial management.
  • Track and record all expenses in the accounting system.
  • Oversee, develop and maintain banking systems in coordination with the accountant, with particular responsibility for the Indonesian systems.
  • Lead monthly account reconciliation with the accountant and relevant team members.
  • Track and reconcile petty cash.
  • Lead monthly payroll.
  • Track and maintain a variety of budgets in coordination with accountant and project managers.
  • Lead the development and implementation of financial and administrative systems, policies and procedures
  • Coordinate insurance and other staff benefits.

Funding and Reporting:

  • Assist and at times lead financial reporting for grants.
  • Assist with and at times lead the preparation of budgets for grant applications.
  • Ensure administrative and financial activities and systems conform to donor needs.

Logistics

  • Oversee the Finance and Administration team for all travel and logistics needs.
  • Work with relevant program staff to assist coordination for events, overseeing and delegating to the Finance and Administration team as needed.

Administration

  • Lead EngageMedia’s administration.
  • Oversee filing and archiving; developing and improving systems.
  • Lead office management, ensuring the office is sufficiently resourced to support program and operational activities.
  • Be responsible for maintenance of the office such as paying bills, rent and water.
  • Take primary responsibility for the office being an efficient and productive space.
  • Assist with the development of contracts and MoUs.
  • Assist with the induction and separation of staff.

Management:

  • Lead the Finance and Administration team.
  • Lead the performance management of Finance and Administration team such as developing the monthly and weekly tasks lists.
  • Lead finance meeting scheduling, preparation and minutes.
  • Ensure organisational compliance with relevant regulations.
  • Contributes towards developing Financial Management capabilities of staff.
  • Support job reviews of staff as required.
  • Support recruitment of new staff and consultants.
  • Support the induction and separation of staff.

Collective responsibilities:

  • Record and document tasks in an efficient manner ensuring accurate and timely communication with Management and EngageMedia staff.
  • Bring your passions and creative interests to the organisation and assist us in evolving theorganisational culture, our expertise and our knowledge.
  • Communicate respectfully and courteously with other members of EngageMedia at all times ensuring you listen to, are understanding of, and receptive to other people's opinions.
  • Ensure all work is conducted and delivered according to the processes, standards, technical and management system, and deadlines required by EngageMedia.
  • Comply with EngageMedia's Policies and Procedures.
  • Support the Organisational Management and Coordination for any task related with the position aims.

Work Experience and Skills:

  • Strong communication in English.
  • Good communication in Bahasa Indonesia is valuable
  • Educational background in Finance and Accounting is preferred.
  • Minimum 5 years experience in a related field.
  • Analytical and problem solving skills.
  • Excellent time management skills.
  • Bookkeeping skills.
  • Computing skills – extensive experience with office software.
  • Experience working in an organisation with large amounts of travel and international communications.
  • Experience with international donors will be valuable.
  • Experience working with intranet and online tracking systems.
  • Understand about Indonesian taxation and accounting regulation.
  • Open mindedness and ability to work across cultures.

Person Specifications:

  • Honest and trustworthy.
  • Attention to details.
  • Excellent interpersonal and communication skills, including written and verbal; especially regards reporting.
  • Self-starter; able to take responsibility and initiative for managing their own work and coordinating with others.
  • Optimistic and positive outlook.
  • Respectful at all times.
  • Flexibility.
  • Sound work-ethics.

Start Date and Remuneration:

  • The position starts as soon as possible. An initial 12 month full time (5 days a week) contract will be offered with extensions based on the completion of successful performance reviews.
  • Salary range is $1200-1600 USD per month depending on skill set and experience.
  • A monthly communications allowance and health allowance are provided.

How to Apply:

  • Send an application letter of not more than 300 word expressing your interest in the position
  • Provide a current CV
  • Include two referees
  • Applications should be sent to jobs@engagemedia.org by August 16 with the title "Administration and Finance Manager.”
  • All applications with be kept strictly confidential. Only short-listed applicants will be notified.

About EngageMedia:

  • EngageMedia uses the power of video, the internet and open technologies to create social and environmental change. We harness old and new media to assist movements challenge social injustice and environmental damage, as well as to present solutions.
  • EngageMedia works with independent film-makers, video activists, technologists, campaigners and social movements to generate wider audiences for their vital messages, and move people to action.

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