OPERATION SMILE PHILIPPINES FOUNDATION, INC.
Job Description
Associate Finance Officer
Cebu Comprehensive Cleft Care Center of Excellence | Finance & Administration
Reports To: Finance Manager, OSP
Work Location: Cebu Comprehensive Cleft Care Center of Excellence (COE)
Employment Type: Regular Full-Time
Position Overview
The Associate Finance Officer for the Cebu Center of Excellence (COE) is responsible for the sound management of OSP resources at the Cebu COE — overseeing financial operations, ensuring compliance with OSP and regulatory standards, and providing timely financial reporting and analysis that supports program decision-making. The role works closely with the Finance Manager, COE management, and program teams to ensure that the Center's financial resources are optimally deployed in support of OSP's mission.
Beyond core accounting and finance functions, this role requires proactive collaboration with all center and foundation staff, a thorough understanding of center program and fundraising activities, and a consistent commitment to confidentiality and professional conduct.
Key Responsibilities
Financial Reporting and Planning
- Prepare financial statements, reports, funding liquidations, and donor financial reports in accordance with OSP reporting timelines and structures.
- Support annual and multi-year budget planning and forecasting for the Cebu COE.
- Work directly with the OSP Finance Manager to ensure proper liquidation, financial planning, and management of cash advances and restricted funding.
Accounting and Bookkeeping
- Maintain accurate and up-to-date financial books and records for the Cebu COE.
- Process invoices, purchase orders, and expense reports; ensure accuracy and adherence to OSP financial policies.
- Maintain organized vendor and customer records; reconcile statements and resolve discrepancies in a timely manner.
- Prepare and issue payments and receipts in line with approved processes.
- Maintain complete and organized financial documentation including contracts, invoices, receipts, and bank statements, in compliance with record-keeping and retention policies.
Procurement and Vendor Management
- Manage procurement activities and operational transactions for the COE, ensuring resources are deployed efficiently and cost-effectively.
- Assist the OSP Finance Manager in developing and managing cost-competitive blanket purchase agreements with key vendors.
- Interact with vendors and service providers to resolve issues related to invoices, billing, or expense discrepancies; maintain professional and prompt communication.
Compliance and Audit
- Ensure the COE's financial records and recordkeeping methods comply with applicable standards, regulations, and OSP internal policies.
- Assist with internal and external audits by providing necessary documentation, schedules, and support.
- Ensure compliance with financial regulations and reporting requirements throughout all center operations.
Cross-Functional Collaboration
- Work with Programs, Logistics, and other departments to gather financial information, support budgeting, and provide financial insights as needed.
- Collaborate closely with the Cebu Center Director, Cebu Operations Manager, and Director for Global Project Development on budget planning and operational financial matters.
Minimum Qualifications
- Certified Public Accountant (CPA) or Bachelor's degree in Finance, Accounting, or a related field.
- Minimum of three (3) years of relevant work experience in finance, accounting, bookkeeping, or expense management.
- Proficiency in QuickBooks or similar expense management/accounting systems.
- Proficiency in MS Office Suite, particularly Excel and Word.
- Experience in the non-profit, NGO, or healthcare sector is preferred but not required.
- Strong planning and organizational skills with the ability to support multiple departments and projects simultaneously.
- Ability to work independently and prioritize effectively in a fast-paced environment.
CORE COMPETENCIES
- Accuracy, Attention to Detail, and Financial Integrity
- Analytical Thinking and Sound Financial Judgment
- Strong Written and Verbal Communication Skills
- Organizational and Time Management Skills
- Cross-Functional Collaboration and Service Orientation
- Confidentiality and Professional Conduct
- Alignment with Operation Smile's Mission and Values
