Job description

The Finance Officer contributes to the achievement of Habitat Philippines’s strategic objectives through treasury operations, capturing the financial transection into system, compliance to applicable laws, rules, regulations, policies, systems and process, coordination with relevant stakeholders.

This position is primarily responsible for the treasury management of Habitat Philippines’s general financial operations, month-end closing and year-end closing accounting processes and procedures, effective functioning of SunSystems.

 

Financial Planning and Treasury Management

• Assisting in the preparation of organizational budget preparation (per regional office, per line of business, functional unit, and over-all) for submission to Senior Management Team (SMT) and NBOT (National Board of Trustees).
• Ensure to make payment to vendors, staff, 3rd parties’ consultant, construction partner on timely manner
• Captured income under restricted and unrestricted fund appropriately
• Prepare reconciliation on regular basis for accounts payable, accounts receivable etc.

Fund Administration

• Prepare cash flow statement for management
• Prepare liquidation of petty cash/revolving fund of Philippine National Office (PNO) and regional offices
• Prepare bank/cash reconciliation on monthly basis
• Prepare and submit fund request to Donors/APO (Asia Pacific Office)

Accounting and Taxation

• Timely upload of daily financial transection in Sun System
• Reviews and ensures correctness and validity of supporting documents for cash receipts, project-related disbursements & non-cash transactions, and project adjustments of PNO and regional offices before forwarding to respective staff for entry in Sun system.
• Ensures proper deduction of tax/VAT compliance with government rules legal regulations (ie. BIR, SEC, LGU, etc.)

Internal Control and Audits

• Support external audits (annual and interim) and attends to external auditors' finance project related concerns.
• Support regular donor audits and attend to project/donor auditors' concerns

Database and File Management

• In charge of maintenance of complete and updated project and donor softcopy & hardcopy files (e.g. Agreements, contracts, addendum of contracts, budget, reports etc.).
• Ensure proper filing of bank account documents.
• Ensure proper storage & inventory of accountable forms (official receipt and checks).

Job Qualifications/Requirements

• 5 years combined work experience in Accounting, of which 3 years deals with fund accounting, most preferably in an international NGO setting
• Degree in Accountancy or business-related course. Post-graduate studies (MBA) or CPA license is a plus.
• Possesses strong complex analytical and problem-solving skills; very good leadership and and people-management skills; can communicate articulately.
• Able to build collaborative relationships, great internal and external customer orientation.
• Basic and Fundamentals computer skills knowledge.
• Meaningful involvement or exposure in on ground project implementation.
• Experience working with people at different levels in the organization and of various races & cultures.

Habitat for Humanity requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have particular responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse; safeguards the rights of beneficiaries and community members (especially children); and promotes the implementation of Habitat for Humanity’s code of conduct.

JOB SUMMARY:

Guided by Habitat’s mission and principles, the position plans, implements, controls and provides support on all legal matters relating to the organization. Moreover, this person ensures that the organization plans for and meets compliance requirements with various government and private regulatory agencies and handles the processes and requirements for the National Board of Trustees (NBOT).

 

JOB SPECIFIC DUTIES AND RESPONSIBILITIES

 

Legal and Board Services

·       Provide written legal advice and opinion on highlighted areas of concern/risk in agreements, contracts and overall operations of the organization.

·       Draft and review legal documents/contracts, policies, and address issues relating to their implementation, including formulating and pursuing specific legal actions, and sending of demand letters.

·       Provide legal advice on transactions pertaining to tax-efficiency, to ensure cost-effectivity, or at the very least closely coordinate with the engaged external resource, if any, providing support on tax matters.

·       Maintain, and enhance a repository of all legal documents (contracts, minutes of the meeting, government reports)

·       Act as a focal point for coordinating activities of the Foundation and Board of Trustees (meetings of the General Membership, Board and various committees, corporate approvals, liaising with corporate secretary)

·       Supervise, and coordinate activities of external counsel engaged by Habitat Philippines to ensure optimal engagement

·       Collaborate with other departments and units of Habitat Philippines in relation to the performance of certain functions [e.g., HR – disciplinary proceedings, termination of employment, employee claims and benefits; Finance – risk and control, audit, tax compliance; Operations – legal matters and disputes related to land and construction; RD – funding and partnership agreements.]

·       Manage the process of notarization of organizational contracts or documents, whenever necessary.

External Representation

·       Upon the organization’s authorization, provide representation and support for Habitat Philippines before any administrative, judicial, and/or quasi-judicial bodies in cases whenever so required or requested.

·       Whenever necessary, provide legal representation for Habitat Philippines in any legal cases involving the organization. This includes preparing, reviewing, and signing pleadings, motions, and other legal documents for submission to the appropriate judicial and quasi-judicial agencies.

 

Organizational Compliance

·       Ensure legal compliance by Habitat Philippines with all regulatory requirements from its registration with government agencies such as the Securities and Exchange Commission, Board of Investments, Department of Social Welfare and Development, and other bodies such as the Philippine Council for NGO Certification, and Association of Foundations; prepare documentary requirements for the renewal or application of licenses; ensuring filing of reportorial requirements with the various government agencies where Habitat Philippines is registered.

·       Conduct verification with various government agencies to ensure compliance or address legal issues that Habitat Philippines is currently or potentially involved in.

·       Coordinate the conduct of audits of policy and compliance with standards.

 

Others

·       Perform other related tasks and responsibilities given by the organization from time-to-time.

 

JOB QUALIFICATIONS / SPECIFICATIONS:

Education / Training:  Graduate of a reputable law school; degree in political science, public administration, development studies or any related course is an advantage. Should be a member of Philippine Bar in good standing.

Work Experience:  At least 7 years pre-qualified experience (PQE) in a law firm setting, and in the following areas:

·       Corporate governance

·       Corporate housekeeping, and government liaison work (Securities and Exchange Commission, Department of Social Work and Development, Housing and Land Use

·       Contract review, negotiation and administration, specifically relating to construction and partnership agreements, and insurance claims

·       Government procurement, environmental compliance

·       Employment law

·       Land, real estate

·       Litigation

·       Experience in development and/or humanitarian work is an advantage

 

Required Skills / Knowledge:

·       Transactional law, and ability to transpose commercial concepts into a non-profit set-up

·       Ability to translate complex legal principles to useful and operational terms

·       Awareness of trends in compliance and regulatory requirements in various government agencies such as the SEC, BIR, HLURB, etc., and knowledge of best practices that Habitat for Humanity Philippines may adopt to cope with such developments

·       Corporate governance and corporate housekeeping

·       Negotiation, litigation, case management

·       Employee relations

·       Legal research and writing

·       Knowledge management

·       Ability to manage complex and varied work load and to work under pressure.

·       Experience in stakeholder engagement and government relations

 

Habitat’s Safeguarding Statement

Habitat requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work.  Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

 

Safeguarding Responsibilities

·       Take ethical responsibilities seriously to safeguard our intended beneficiaries, our communities, and all those with whom we work from exploitation and abuse.

·       Abide by and reinforce Habitat’s zero-tolerance culture for any Habitat representative who violates safeguarding principles.

·       Support systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promote the implementation of Habitat for Humanity’s code of conduct.