Administrative and Finance Associate

The Center for International Private Enterprise (CIPE) strengthens democracy around the globe through private enterprise and market-oriented reform. CIPE is one of the four core institutes of the National Endowment for Democracy and an affiliate of the U.S. Chamber of Commerce. Since 1983, CIPE has worked with business leaders, policymakers, and civil society to build the institutions vital to a democratic society. CIPE’s key program areas include enterprise ecosystems, democratic governance, business advocacy, anti-corruption & ethics, and trade.

Position:                    Administrative and Finance Associate

Position Type:           Full-time

Location:                   Manilla, Philippines

Duration:                   One-year term with possibility of renewal

Reporting to:             Senior Manager, Finance and Office Administration             

Scope: The Administrative and Finance Associate will support the Senior Manager for Finance and Office Administration and will also provide general administrative support to program staff of CIPE Asia Regional Office in the Philippines.

Position Summary
The Administrative and Finance Associate will assist the Senior Finance and Office Administration Manager in undertaking administrative, financial, and logistical support on activities organized by the Asia regional office in the Philippines. In addition, the Associate will provide dedicated support to the Country Director and Senior Manager for Finance and Office Administration in managing the transition of the CIPE Philippines business registration.

Administrative and Operations Support

• Assist in ensuring the smooth daily functioning of the physical office, including reception, utilities, cleanliness, and safe workplace maintenance.
• Assist in compiling and maintaining legal, regulatory, and other requirements to support field office operations including maintaining an office filing system and archiving.
• Liaise with finance and office administration manager on municipal hall compliance related to business registration and permits and licenses issuance.
• Support dissemination of administrative notices, policies, and updates to staff.
• Assist program team in maintaining and updating project files, including project progress reports, workplans and budgets in compliance with grants and finance policies.
• Assist program team in reviewing partners financial reports and partners finance documents.
• Assist in facilitating international travel arrangements, events, and local meeting logistics.
• Coordinate with building management, service providers, and vendors for routine office and facility needs.
• Assist in preparing maintenance requests and service contracts related to office operations (utilities, cleaning and pest control, equipment servicing).
• Support staff with workspace requirements, meeting preparations, and visitor facilitation.

• Prepare payment vouchers in accordance with CIPE’s payment request process.
• Prepare daily cash position report.
• Prepare and generate financial statement reports as needed for budget actual vs. forecast preparation.
• Prepare monthly bank reconciliation of accounts.
• Maintain daily bookkeeping management and organize accounting records.
• Process invoice payments and follow up with partners, suppliers, and vendors, etc.
• Process monthly local tax payments deducted from vendors/ suppliers, staff payroll, and other government mandated payments.
• Assist in updating field office book of accounts (General Journal, General Ledger, Cash Receipts and Cash Disbursements).
• Assist in updating the overall monitoring of the regional office cost center budgets.
• Assist in creating cost and price analysis reports.
• Liaise with finance and office administration manager and program staff to handle payments for partners, suppliers, and vendors.
• Assist in the preparation for audit and review related to local regulatory compliance.
• Provide administrative support during budget preparation.
• Assist in facilitating procurement requests of the regional office in compliance with CIPE procurement policies.
• Maintain and update inventory list of field office furniture, equipment, and other physical assets.
• Carry out any other duties as may be required by the finance and operations manager and country director.
• Adhere to appropriate office procedures, CIPE and donor organization policies, and procedures.

• Assist the Country Director and Senior Manager for Finance and Office Administration in preparing documents and requirements for transitioning the office’s business registration.
• Assist in liaising with government agencies, corporate service providers, and legal counsel and other advisors to support compliance with regulatory requirements.
• Maintain organized filing of all registration-related documentation and correspondence.
• Assist in tracking deadlines, submission status, and approvals related to the registration process.
• Provide logistical support for meetings or consultations related to business registration.

Qualifications

• Bachelor’s degree in business administration, finance, accounting, management or related field.
• Minimum one year of relevant experience in administrative and accounting and finance support roles.
• Experience in office administration, financial management and accounting is preferred.
• Familiarity and experience with Philippine business registration process, regulatory compliance, and corporate administration.
• Strong organizational and multitasking skills with excellent attention to detail.
• Good communication and interpersonal skills.
• Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) and digital collaboration tools.
• Ability to handle sensitive documents and information with discretion.
• Commitment to upholding ethical standards and integrity in all aspects of work, including the handling of sensitive information and engagement with diverse stakeholders.