ThinkWell

  • Administration and Finance Coordinator- Philippine Office- ThinkWell

    Job Locations PH-Manila
    Posted Date 1 month ago(1/14/2019 5:17 PM)
    ID
    2019-1146
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    ThinkWell is a health systems development organization focused on helping countries achieve Universal Health Coverage (UHC). Using an approach that is rooted in analytics, ThinkWell has supported health financing and governance reforms in over 30 countries world-wide. ThinkWell thrives on reconceiving possibilities to help countries reach UHC. We are a grounded, field-driven organization, with staff based out of six countries. Our team is composed of experts in health economics, policy, and research, who are all working with countries to support their efforts to move towards UHC.

    In the Philippines, ThinkWell has begun the implementation of Strategic Purchasing for Primary Health Care (SP4PHC) as one of six countries where this project is being implemented. The Philippine UHC policy environment presents a positive and encouraging opportunity for ThinkWell to be a major player in helping to implement the UHC bill as soon as it is signed into law by the Philippine President Rodrigo Roa Duterte.

    Starting with the SP4PHC, ThinkWell looks to expanding its work and contribution to the Philippines by actively participating in ensuring that the country will be able to achieve the goals put forward in the medium-term Philippine Health Development Plan or the Fourmula One Plus for Health.

    Registration of the Philippine office of ThinkWell has been started and we are looking to completing this process by March 2019. With this ThinkWell Philippines’ operations, particularly the SP4PHC is looking to engaging additional members to the team. There is now a need for an Administration and Finance Coordinator to ensure that the operations of ThinkWell Philippine office is smooth and that financial and operational systems and structures are aligned and in place.

    Responsibilities

     

    S C O P E  O F  W O R K

    The Administration and Finance Coordinator position will be responsible for the performance of all administrative functions, financial management and reporting functions, human resources-related tasks, contractual issues, general operations support to the Country Manager, the Senior Policy Adviser and other technical staff that will be recruited for the various projects.

    The role will require close coordination and constant communications with the operations team based in the United States as well as working closely with the Country Manager to whom the Admin and Finance Coordinator will be directly reporting to.

     

    Specifically, the Admin and Finance Coordinator will be responsible for:

    Administration, HR Support and Office Management

    • Assist in looking for, setting up and organizing the ThinkWell Philippines Country Office
    • Ensures smooth and efficient day-to-day office management and operations particularly related to availability of office logistics and supplies, internet connectivity, availability of office equipment and facilities as well as:
      • Establish and manage contracts with utilities companies
      • Purchase office equipment and computer hard and software as required
      • Maintain an equipment and supplies inventory tracker
    • Responsible for the organization and management of the activities of the ThinkWell Philippine team, supporting staff and short-term
    • Performs communication functions such as preparation of office correspondence and receiving and making calls on behalf of ThinkWell
    • Provides support and assistance in managing and scheduling organizational and partners’ meetings.
    • Make arrangements for domestic and international travel in accordance with Thinkwell and Donor guidelines – flights, accommodation, transfers for ThinkWell Philippines team and other ThinkWell colleagues coming to the
    • Oversee other service staff in the office and ensure an ever-improving working environment
    • Facilitates and ensures the processing of all HR-related documents entailed in engaging and dis- engaging incoming ThinkWell Philippine members;
      • Processing of employment contracts
      • Oversees all on-boarding activities for new team members
      • Ensuring timely accomplishment of employee performance evaluation by all concerned
      • Prepare payroll and process salary and remittance of government-mandatory benefits
      • Coordinating with the US based HR Director on all employee relations issues
      • Advertising new job descriptions and consultant postings in local newspapers
      • In collaboration with US based HR, assist the Country Manager and Senior Policy Advisor with recruitment of new staff and consultants
    • Develop a country office manual outlining processes, policies and procedures
    • Manage all country office procurement in accordance with the ThinkWell procurement guidelines
    • Oversee office contracts in coordination with the US based Contracts staff
    • Responsible for office security and coordinating with US based Operations Lead on country security
    • Other related duties as

    Financial Management

    • Supporting the establishment of corporate bank account following registration
    • Ensure timely and accurate recording of all financial transactions in ThinkWell financial management system
    • Prepare and ensure timely and accurate submission of online expense reports
    • Handles the search and selection of vendors for all services used in the office such as office supply vendors, equipment maintenance, office utilities maintenance, legal assistance, car-for- hire, etc. Keeps a record of all the recurrent
    • Management of procurement for all the acquisitions at the office
    • Ensure management of short-term contracts in case of minor rehabilitation at the office, from initiation through completion of the work, ensuring timeliness and
    • Monitor day-to-day financial operations: payroll, expenses and other financial transactions including bank reconciliation with headquarters in
    • Ensure proper accounting of all project transactions using ThinkWell's accounting system
    • Liaising with the bank(s) for financial operations (receipt of funds, movements of funds in the accounts of the institution and payroll), under the supervision of the Country Manager
    • Ensure statutory compliance with various local laws and maintain financial files and support audits.
    • Develop and maintain filing system for financial documents in readiness for audits or tax reporting purposes
    • Provides support in the preparation of program budgets, reviews and reports
    • Manage and replenish the petty cash or revolving fund
    • Other related duties as

    Qualifications

    QUALIFICATIONS

    We require an individual who is independent and self-directed, at the same time s/he is team- oriented. The successful candidate will have strong operations and people’s management skills and have a working understanding on local law and requirements.

    Competencies and Skills

    • University degree in business, law, or other relevant discipline
    • Minimum 5 years of experience in an office environment; ability to work in an organized, disciplined manner; exposure to private and public-sector settings helpful
    • Previous experience with a non-for-profit entity and/or global project is preferred
    • Business proficiency in English. Excellent communication and coordination skills
      • Understanding of team members' needs and able to effectively operate as a member of a small, nimble team
    • Ability to organize and prioritize a heavy volume of tasks
    • Basic bookkeeping skills; strong math skills; attention to detail and ability to prepare financial documents with high level of accuracy
      • Outstanding computer skills including Microsoft Office; experience with accounting software preferred.

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