POSITION TITLE: Accounting Officer
DURATION OF CONTRACT: One year (renewable)
DEPARTMENT: Programmes
DUTY STATION: ACB Headquarters, Los Baños, Laguna, Philippines
REPORTING TO: ASEAN ENMAPS Finance Specialist
TERMS OF REFERENCE
A. BACKGROUND
The ASEAN Centre for Biodiversity (ACB) is an intergovernmental regional centre of excellence established through an agreement among the Governments of the Member States of the Association of Southeast Asian Nations (ASEAN) in 2005. The ACB facilitates cooperation and coordination among the members of ASEAN, and with relevant national governments, regional and international organisations, on the conservation and sustainable use of biological diversity and the fair and equitable sharing of benefits arising from the use of such biodiversity in the ASEAN region. Since its establishment, the ACB has lived up to its mandate of strengthening national and regional capacity for biodiversity conservation.
The ACB is the Implementing Partner of the GEF project, Effectively Managing Networks of Marine Protected Areas in Large Marine Ecosystems in the ASEAN Region (ASEAN ENMAPS), which is designed to address the coastal and marine ecosystem challenges in the ASEAN region through enhanced collaborative management of marine protected areas (MPAs) and other integrated coastal management and ecosystem-based fisheries management approaches. The objective of the project is to develop and improve the management of networks of MPAs and marine corridors within selected Large Marine Ecosystems (LMEs) in the ASEAN for the conservation of globally significant biodiversity and support for sustainable fisheries, and other ecosystem goods and services. This regional project will have a strong upscaling focus, including engagement with ASEAN working groups and LME governance mechanisms, as well as leveraging complementary investments across the ASEAN region. The ASEAN ENMAPS will be implemented for five (5) years, beginning in March 2024, in selected marine protected areas and marine corridors with high conservation importance across Indonesia, the Philippines, and Thailand.
The ACB is seeking dynamic, innovative and committed candidates for the position of Accounting Officer for this project that will be responsible for executing necessary financial and accounting functions related to the transactions and reports of the ASEAN ENMAPS project.
B. SCOPE OF DUTIES
The Programmes Department is the primary oversight of the ASEAN ENMAPS project with the technical and management support of the Project Management Unit (PMU). The Accounting Officer will be part of the PMU, directly reporting to the Finance Specialist under the overall supervision of the ASEAN ENMAPS Project Manager and close administrative guidance and supervision of the Director for Finance and Administration.
The Accounting Officer shall perform the following specific roles to ensure that the project objectives are efficiently achieved:
1. Financial Reporting
a. Consolidate financial progress reports for implementation of project activities;
b. Assist the Finance Specialist in preparing monthly, quarterly and annual financial reports; and
c. Assist the Finance Specialist in providing necessary financial information as and when required for project management decisions.
2. Accounting and Bookkeeping
a. Coordinate with the Finance Specialist (for planning, reporting and compliance) regarding the budgetary requirement prior to processing of transactions;
b. Process transactions by preparing appropriate disbursement vouchers and journal vouchers; checking for the propriety of the supporting documents, purchase orders/contracts/grants; and certify that all are in accordance with the Project Document, Project Cooperation Agreement, and accounting policies of the ACB;
c. Validate and monitor reimbursements, cash advances, liquidations, payment to suppliers/service providers, and fund transfers to ensure efficient and prompt settlement of accounts; and
d. Prepare the Bank Reconciliation Statement of the project;
3. Record-keeping
a. Keep records of project funds and expenditures and ensure all project-related financial documents are well maintained and readily available when required by the Finance Specialist;
b. Monitor the physical and digital archiving and ensure the integrity of the archived files;
c. Ensure the completeness of all incoming financial documents, e.g., travel and non-travel liquidations, have supporting documents;
d. Monitor that all outgoing financial documents are received by the concerned person/unit in a timely manner;
e. Manage the retirement and disposal of archived files in accordance with the Project Document, Project Cooperation Agreement, and ACB policies.
4. Verify the cost of supplies and equipment;
5. Provide administrative/logistical support in the transfer and disbursement of funds;
6. Assist in overseeing the signing of financial / grant agreements;
7. Perform other related tasks that may be assigned by the supervisor(s) from time to time.
C. QUALIFICATIONS
Education and Work Experience
- Bachelor’s degree in Accountancy, Accounting or any related fields with at least three (3) years work related experience, or its equivalent requirements:
- Bachelor’s degree in non-related fields with at least five (5) years of work-related experience
Relevant work experience in a reputable regional/International organisation in the ASEAN is an advantage - External audit experience is an advantage.
Skills
- Excellent knowledge of the English language and with exceptional writing presentation and communication skills
- Adept at working with international partners
Excellent knowledge of the English language and with exceptional writing, presentation, and communication skills - Able to use computer applications, in particular, MS Office and creative software
- Knowledge of developing qualitative and quantitative indicators
- Adept at working within a multicultural working environment
- Ability to work independently and to manage effectively different tasks
Nationality
- Must be a citizen of the Philippines
D. COMPETENCY REQUIREMENTS
Core Values
- Integrity, professionalism, and respect for diversity
- Cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly
- Prudence, dependability, and accountability
Core Competencies
- Communication, teamwork, planning, and organising, accountability, commitment to continuous learning, and technological awareness.
E. APPLICATION PROCEDURE
Applicants should prepare the following and send all to [email protected]:
- A letter of intent of no more than two pages, elaborating how his/her qualifications and experiences make him/her suitable for the position. Address the letter to Executive Director Dr. Theresa Mundita S. Lim. JP 2024-10 Accounting Officer should be indicated in the aforesaid letter.
- Updated curriculum vitae, and diploma, or transcript of records
- A completed Job Application Form (which can be downloaded here)
(**if the link does not download automatically, please RIGHT-CLICK on the link and select OPEN LINK IN NEW TAB or SAVE LINK AS)
Deadline for submission of completed applications is on 10 April 2024. Only applications with complete documentary requirements (Letter of Intent, completed Job Application Form, and curriculum vitae) will be processed. Applications received beyond this date will not be considered. All applicants will be given notice as to the status of their application. Previous applicants may apply again.
F. ADDITIONAL INFORMATION
The ACB does not ask for payment at any stage of its recruitment process (application, processing, training, interviewing, testing or other fee) nor authorises anyone to officially receive applications from prospective candidates, except through the ACB Human Resources Division. The public is strongly advised to be vigilant when dealing with financial transactions online and to report any suspicious individuals or accounts representing the ACB.
This job posting is intended for active pooling of candidates who will become part of the ACB’s talent pool. Applicant’s qualifications will be assessed against both current and future job openings of the ACB. The ACB Human Resources Division will reach out to the applicants whose knowledge, skills, and work experience are aligned with the ACB’s requirements.
