Junior EU Aid Volunteer - Finance and Operations, Philippines

People in Need (PIN) has been working in the Philippines since 2013, expanding our emergency response activities in those early days to now actively improving lives of poor Filipinos and supporting the change in the country for a more inclusive and equal society. We now work in sustainable livelihoods, access to renewable energies, social cohesion, strengthening land rights and combating urban poverty.

Working closely with the Senior Management Team and Thematic Programme Managers to broaden the impact of PIN’s operations in the Philippines. People in Need (PIN) started its operations in the Philippines in 2013, providing emergency relief to communities affected by super-Typhoon Yolanda. Ever since, its mandate has evolved and spread to a variety of sectors, such as sustainable livelihoods, market system development, access to renewable energies, disaster resilience, land rights and social cohesion. PIN Philippines flagship programs currently focus on Market Systems Development (MSD) as applied to sustainable agriculture in Visayas region as well as on social cohesion and youth empowerment in conflict-affected areas of Mindanao.

 

Operational details & security context

The Philippines ranks amongst the most disaster-prone countries in the world due to its geographic proximity to the so-called “Pacific Ring of Fire”. Among natural hazards, typhoons are typically the most destructive disasters, with an average of twenty tropical cyclones entering the waters surrounding the country every year. In 2013, super Typhoon Haiyan (Yolanda) affected 26 million people and claimed at least 7,000 lives. At the same time, the Philippines is one of the most dynamic economies in the East Asia and the Pacific region. With increasing urbanization, a growing middle-income class, and a large and young population, the Philippines’ economic dynamism is rooted in strong consumer demand supported by vibrant labour market and robust remittances. However, this progress is not reaching all Filipinos; the poor and those in rural areas remain vulnerable and have limited access to the healthcare system. Many people in the Philippines are also vulnerable because of poor infrastructure especially in rural areas. Owing to a crackdown on urban criminality on behalf of the current National Government, the City of Metro Manila benefits from a high degree of safety and security, especially in areas populated by expats. Areas covered by PIN Philippines programs, i.e. Eastern and Northern Samar, do not experience any political turbulence of conflict dynamics, thus rendering this part of the country easy to access and operate within.

 

Tasks:

Finance and Operations

The Finance and Operations Officer (FOO) is a member of country support team. The FOO is responsible to support the finance and operations functions of PIN country office in Manila. His or her function covers specific areas of expertise in financial and accounting operations, financial monitoring of partners reports, administration of procurement and logistics support to PIN programme personnel based in Manila.

The FOO reports to PIN Head of Systems and Operations (HoSO).

Internally, the FOO works in close cooperation with the Head of Systems and Operations (HoSO), Project Managers (PM) and Logistics Manager (LM). On the HQ level, the FOO works closely with Finance Desk Officer (FDO), Accounting Controller (AC), and Support Desk Officer (SDO).
Externally, the FOO is expected to work with PIN partners, sub-grants, vendors, government agencies and other external parties.

Financial administration

  • Processes data and makes sure that accounting operations (invoices, internal documents) are posted correctly in Navision. Ensures that all transactions are properly accounted for.
  • Cashdesk management: handles cash and ensure that all cash transactions are properly accounted for. Conducts regular cash counts and reconciliation on monthly and quarterly basis, or upon the request of line manager.
  • Bankbook management: handles bankbook and ensures that all bank transactions and relevant documentation are properly accounted for. Prepares regular bank reconciliation report.
  • Forwards to invoice clerk all invoices that requires to be approved in ELO. Makes sure that all supporting documents and information are complete, accurate and valid.
  • Prepares and checks PIN internal invoices and ensure that all supporting documents and signatures are valid.
  • Responsible for system of advances and clearances for local staff and expatriates. Ensures that all advances are settled on time.
  • Accounting closure: makes sure that all open entries are cleared on time. Responds to queries of HQ accountant, finance and support desks.
  • Assists HoSO in quarterly and year-end closing of accounting books.
  • Responsible for archiving (original & scans) of cash documents, vouchers, invoices, contracts, and other finance related documentation, and ensures that the completed set of documents are sent to HQ in a timely manner.
  • Makes sure that partners’ reports and supporting documents are complete, accurate and submitted on a timely manner.

Logistics operations

  • Prepares procurement plan, receives purchase requests, sends out for quotations, organizes the evaluation committee’s meetings, drafts the meeting minutes, delivers purchase orders and receives the goods timely, and in consistency with the procurement process and procedures.
  • Ensures that the filling system of records of all stock movements are documented.
  • Responsible for assets and property management and security of PIN country office in Manila, and ensures the safety and effective use of these assets and property, including repairs and maintenance if needed.
  • Makes sure staff is well aware of the security guidelines, and ensure that all safety measures and appropriate measures for the safeguard of staff and property in link with the safety procedures.
  • Ensures the computers are well maintained within the base.
  • Ensures smooth running of office (office supplies, contracts related to office).

Apprenticeship

Tailor-made apprenticeship will be hold in Prague in June/August 2019.

 

Required Competences

Transversal competences

  • Team work
  • Communication
  • Inter-cultural awareness
  • Self-awareness and resilience
  • Detail oriented

Specific competences

  • Ability to manage time and meet deadlines

Technical competences

  • High standard of written and spoken English
  • Minimum 1 year finance or office administration experience
  • Bachelor’s degree or higher, preferably in Accounting, Finance or Business

 

Selection Criteria

Applications are made directly within the sending organisation, please check out the how to apply section.

Eligibility and exception criteria

The candidate for EU Aid Volunteers must be a citizen of the EU or a third country national who is a long-term resident in an EU Member State, and must have a minimum age of 18 years.

The Philippines is an archipelago of islands of South-East Asia with significant cultural affinity to the West, especially to the American culture. A Spanish colony for over 3 centuries before, the country was put under the American rule at the onset of of the 19th century until the Second World War. At least 80% of Filipinos belong to the Roman Catholic faith, where many practices and beliefs are rooted. About 15% is Muslim, with most of these people living in Mindanao. The rest of the population consists mostly of smaller Christian denominations and indigenous belief systems. Filipino (formerly Pilipino) is based on Tagalog and is the official language of the Philippines. In spite of being a national language, only about 55% of Filipinos speak the language. In addition to Filipino, there are about 111 distinct indigenous languages and dialects, of which only about 10 are important regionally. English is generally used for educational, governmental and commercial purposes and is widely understood since it is the medium of instruction in schools. The Philippines is the third largest English-speaking country in the world, after the United States and the United Kingdom. The Philippines has a tropical maritime climate that is usually hot and humid. It has three seasons: hot dry or summer season, rainy or wet season, and cool dry season. The hot dry or summer season starts form March to May. The rainy or wet season starts from June to November. December to February is generally cool with fair weather – it is a cool dry season. The coolest month is January; the warmest month is May. September and October are often the typhoon season in the Philippines. Due to its geographical location, the country is ranked among the most at risks of natural disasters. When traveling or planning for a trip across the country, it is advisable to closely consult weather forecasts in advance and be kept up to date through the alert system provided by UNDSS and/or the national government. With its 20 million inhabitants, Metro Manila - officially known as the National Capital Region (NCR) – is conglomerate of 16 cities. PIN Philippines’ office is situated Quezon City, which is a very secure area full of shopping malls and other services, such as hospitals, banks etc. It is recommended for accommodation, dining out and night life, along with BGC Taguig. Gridlocks and traffic congestion is very recurrent on Manila’s roads all day long, but drivers are quite prudent and car accidents do not too frequently. Public transportation is not comfortable or convenient in the city, therefore using apps like Grab or taxis is advisable, especially for expats.

 

Minimum Requirements

Essential:
  • Bachelor/Masters level graduate – Finance, Business administration, Accounting, Finance or Business
  • Up to one year experience in finance or office administration experience, preferably with non-governmental organizations;
  • Good understanding of relevant development issues;
  • Strong interpersonal and organizational skills;
  • Excellent spoken and written English.
Desirable:
  • Previous experience from finance, administration, logistics;
  • Excellent analytical skills;
  • Proven ability to work independently, strong self-motivation;
  • Good command of MS Office applications, especially excel;
  • Willingness to occasionally travel to other regions and islands of the Philippine archipelago.
Demonstrated ability in the following core competencies
  • Developing and maintaining collaborative relationships
  • Managing one-self in a pressured and changing environment
  • Achieving Results

 

Condition of service:

Learning Opportunities

A structured learning and development plan will be developed for each EU Aid Volunteer. This will include: self-assessment, structured learning and development plan reviews, on-line learning, peer-to-peer support, a two-week EU-run training, followed by PIN induction/apprenticeship. EU Aid Volunteers will also have an assigned Mentor for the entirety of their volunteer placement with PIN. This is combined with line management in country from an experienced humanitarian professional. The EUAV will be enabled to learn from strategy and program development as well as operations and systems of PIN Philippines country mission. With the support of senior managers, the EUAV will have the opportunity to engage in coordination platforms in cooperation with prominent humanitarian and development actors, e.g. the Humanitarian Country Team (HCT), the Philippines INGO Network (PINGON), the UN Task Force for the Prevention of Sexual Exploitation and Abuse (PSEA) etc. In addition, the EUAV will be offered training opportunities in country when available, e.g. DRR simulations.

 

Working and Living Conditions

Contract: EU Aid Volunteer Agreement

Volunteer Allowance: In line with EU Aid Volunteer subsistence allowances:
Whilst in Philippines €322,03 per month
Whilst in the Czech Republic €401,64 per month

Accommodation: Accommodation when deployed in Manila, Philippines, or when travelling for short term assignments outside Manila will be provided by PIN.

At the end of volunteer placement an allowance of €100/per each month deployed will be provided as a resettlement allowance.

Travel: A return flight will be provided to Manila, Philippines from the EU Aid Volunteers home country or from the Czech Republic upon apprenticeship completion.

The cost of pre-departure preparations; insurance, medical clearance and vaccinations will be provided.

Line Management and Mentoring: Line Manager whilst deployed – Alphie Figueroa, Head of Systems and Operations

Mentor: Mentor based in Prague assigned for the entirety of the volunteer placement with PIN.

 

Selection process:

Shortlisting and Interviews: Shortlisting and interviews will be conducted between June 6 and July 4, 2019

Interview Process: Pre-selected candidates will be contacted and requested to record a video-questionnaire. If successful, two rounds of interviews will be carried out (by Sending and Hosting organisations).

Expected date decision on outcome: 04/07/2019

 

How to apply:

Please send us your CV in EuroPass format and Self assessment form till 6th, June, 2019 by clicking on following link. The EuroPass CV template, as well as the Self-assessment form, can be found here.