ASSOCIATE – Finance Management Unit

TERMS OF REFERENCE 

I. JOB SUMMARY 

• To assist the Senior Officer in carrying out the functions and objectives of the Procurement Section.
• Responsible for the maintenance and inventory of fixed assets and supplies inventory management of the Centre.

II. ACCOUNTABILITY STATEMENTS

1. 1. 1. Performed clerical services related to the efficient organization of the office’s files/records in accordance with the ISO standards.

      2. Timely and accurate recording of identified utility bills and invoices in the accounting system.

      3. Accurate and up-to-date monitoring of the Centre’s monthly utility consumption.

      4. Communicated with suppliers as to the release of check payments.

III. DUTIES AND RESPONSIBILITIES 

1. Process and encode the following utility bills and invoices:

• • • • • • Light and water;
          • Communications (PLDT, Globe, Smart, etc.);
          • Retainer fees;
          • Cable for IH.

2. Process requests for cash advances.

3. Monitor monthly transactions of the following utilities:

• • • • • • MERALCO;
          • Petron Fleet Card;
          • Water services.

4. Release check payments to the appropriate party.

5. Attend to suppliers’ inquiries regarding the status of their receivables.

6. Responsible for Secretarial/Administrative services:

• • • • • • Maintain a record of all CSO units’ targets and deadlines;
          • Assist the CSO Manager in following up reports;
          • Gatekeeper of incoming/outgoing documents. Review (appropriate forms/attachments and signatures), receive and record incoming documents; record and release outgoing transactions;
          • Prepare CSO and FIN minutes of the meetings;
          • Handle the Office’s files management (memos, reports, registers, vouchers) to conform with ISO standards (in coordination with the QMSC representative);
          • Handle maintenance of common equipment (photocopier/duplo machine);
          • Act as supplies custodian.

7. Introduce ways of enhancing individual and organizational efficiency, productivity, and effectiveness.

8. Work in a manner that contributes to the building of team spirit.

9. Conduct oneself in a manner that benefits INNOTECH as an international organization.

10. Performs other related tasks that may be assigned.

III. QUALIFICATIONS 

Educational Attainment

1. 1. 1. 1. Completion of an appropriate baccalaureate degree from a duly recognized institution of higher learning.

Work Experience

1. 1. 1. 1. At least three (3) years of relevant experience.

Interested applicants may submit their letter of intent and CV to: careers@seameo-innotech.org