Finance Assistant

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Description

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Job Purpose

• The objective of this consultancy is to provide specialized financial support services to streamline the Institute’s financial operations, ensure accuracy in financial data management, and assist with project and Institute audits.
• This position will be based at the IRRI Headquarters, Los Baños, Philippines and may only be filled by permanent citizens of the Philippines.

Roles and Responsibilities

• Statement of Account for Hosting Organizations
• Prepare a monthly Statement of Account for hosting organizations.
• Fund and Reconciliation Schedule
• Prepare fund and reconciliation schedules for hosting and hosted accounts.
• Prepare reconciliation schedules for bank, petty cash, payables, and cash advances for RCOs without finance staff.
• Preparation of Sales Orders and Updating of Acknowledgment Letter (AL) monitoring file
• Raise sales orders in the system for hosting agreements and RCO-initiated conferences with sponsorships.
• Upload the supporting documents of the invoices into the system.
• Regularly update the acknowledgment letter monitoring file to ensure accurate and up-to-date information.

Cash Flow Management

• Update the monthly cash flow schedule by identifying the estimated inflows and outflows based on available information such as hosting payment schedules, scheduled payments to hosted centers, etc.
• Sending monthly payment accommodation schedule per RCO to assist in their cash flow planning
• Recording of Hosting Charges
• Coordinate with the service units, prepare the monthly uploaders for hosting charges, and upload them into the system, and attach the supporting documents
• Recording of Project Reconciling Items
• In coordination with the project accountant regions, prepare uploaders for project reconciling items to facilitate accurate project cost tracking and timely recording of adjustments. Upload them into the system and attach the supporting documents.
• Payment to Hosted Centers
• Prepare a Request for Payment (RFP) for centers hosting IRRI in RCO, ensuring compliance with the Hosting Agreement.
• BUS and Task ID Creation
• Prepare requests for BUS/Task IDs in relation to hosting accounts
• Document Collation for RCO Audits (Project, Donor, Institutional, Internal and Country-Specific Compliance)
• Gather and organize necessary documents to support the project, donor, institutional, internal and country-specific compliance audits involving RCOs.
• Assist the team in preparing schedules required for various audits involving RCOs.
• Budget Realignment and FTE Uploading
• Upload budget realignment data and FTE (Full-Time Equivalent) per AIC (Activity Identification Code) cleared funding, maintaining alignment with organizational financial structures.

Qualifications

• Bachelor’s degree in accounting or any related field (fresh graduates are welcome to apply)

Skills Required

Mandatory

• Has knowledge of accounting systems, bookkeeping, and financial reporting
• Ability to communicate professionally, positively, and effectively with a variety of individuals integral to the position
• Ability to quickly learn and grasp the implications of financial terms and conditions
• Attention to detail and ability to work with confidential information
• Can work with minimal supervision
• Proficient in using MS Office and has relevant experience in computerized financial systems and flexibility to adapt new software applications

Source: https://www.irri.org/talentlink/details.html?id=Q7LFK026203F3VBQB79QWQWAS&nPostingID=1946&nPostingTargetID=3528&mask=irriext&lg=EN

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