Job Description

Page 1 of 2Finance Assistant
Terms of ReferenceMain Role
The Finance Assistant is responsible in assisting the Philippine Rugby Footaball Union (PRFU) Head of
Administration with weekly finance process and day to day office administration, ensuring all PRFU transactions are in line with all policies per the Finance and Admin Manual.Reporting Structure/ Relationships
The Finance Assistant will be directly reporting to PRFU Head of Administration Lorie Baclagon. He/she will work closely with the PRFU Partners, local suppliers and other PRFU staff members.The Finance Assistant will assist in the following tasks:Responsibilities
The Finance Assistant will assist in the following tasks:

• Finance:
• Identifying suppliers in line with procurement procedures;
• Completion of Payment Requests attachment such as invoice, contract and bank account details;
• Depositing payments and sending proof of payment to suppliers;
• Proper filing of payment requests;
• Manage petty cash (every cash payment should be recorded in cash book with signatures);
• Manage electronic cash book by entering information on cash transactions daily;
• Ensure all payment supporting documents are correct and on file at all times and respond to any questions about payment vouchers;
• Ensure all receipt has signature for pay and receive;
• Keep bills documented original and digital copies;
• Check that all bills follow policy;
• Coordination with banks for bank statements and fund transfers;
• Preparing bill and budget request to provide to PRFU Management, staff and clubs;
• Checking contracts, rates, per diem for stipend and reimbursements charged to the project operations;
• Invoice and manage receipt of payment from all donors, funders and sponsors;
• Prepare and pay monthly coach payment and ensure all coach and consultant payments are in line with all relevant policies;
• Prepare monthly Bank Reconciliation and Cash Reconciliation for review by the PRFU Head of

Administration.

• Operations and Administration for Project Implementation
• Make work plans with PRFU Head of Administration;
• Record expenditure planning for PRFU Head of Administration review;
• Support with Finance report preparations as needed;
• Support with preparation of project-specific Finance reports (and scanning/organising files) as needed;
• Support with club finance development and reporting according to PRFU project and donor commitments;
• Send monthly work report to PRFU Head of Administration.

• Events and Training Logistics and Support
• Prepare equipment (rugby equipment, projector and printer, stationary supplies, etc.);

Page 2 of 2

• Manage supplier and personal contracts, fees, and invoices of suppliers, trainers and participants;
• Respond promptly to emergency situations, cash advance monitoring and contingency funds with the cashflow as needed;
• Report any problems or incidents that occurred during the event to the event Finance and administration manager or PRFU Head of Administration;
• Assist General Manager and key staff for Competitions, Development and T&E in organizing activities such as domestic competitions and Training and Education.
• Other
• Be a focal point for Coaches reporting safeguarding concerns which take place during project activities;
• Take a lead in implementing the Safeguarding Policy against Finance Risks, Fraud and Corruption;
• Continually monitor and evaluate the implementation of policy commitments;
• Participant in relevant trainings as PRFU requirement;
• Represent PRFU at meetings where required;
• Understand, follow, and sign the Code of Conduct.

Remuneration
Remuneration for this position is 15,000 php gross monthly payment per month.Conditions

• The Finance Assistant will be reporting in the office from Monday to Friday 9:30AM - 5:30 PM; these working hours include a one hour break.
• The contract may be extended or terminated one day upon receipt of written notice.

Communication

• PRFU regularly holds events in the evenings or at weekends, which may require the presence of the

Employee. Compensation for overtime hours worked will be in accordance with the law.Required Experience and Qualifications
The position requires someone who is committed to the PRFU's values, vision and mission. The candidate must be a strong communicator, able to work well in a team and able to solve problems creatively. The candidate must be someone who works with accountability and integrity to set and meet deadlines in a dynamic environment.Necessary

• Manila-based
• University degree in Finance and Accounting, Business Management
• Computer literacy and ability to effectively use office technology equipment and IT tools

Desired

• University education or post-graduate qualification;
• Fluency in English;
• Experience of working successfully with diverse multi-country, multi-language teams;
• Able to lead and guide others to develop new skills or knowledge that will enhance their work, with a focus on young people from low opportunity backgrounds;
• Able to assist others to accomplish specific goals;

Job Type: Full-timeSalary: Php15,000.00 per monthBenefits:

• Transportation service provided

Schedule:

• 8 hour shift

Supplemental Pay:

• Overtime pay

COVID-19 considerations:
Making sure office is fully clean, disinfected and equipped with a blueprint for maintaining safe conditions, setting up a support system in place for employees as they return to work, and adjusting and adapting to working from home if needed.Ability to commute/relocate:

• Manila: Reliably commute or planning to relocate before starting work (Required)

Expected Start Date: 07/01/2022