Facilities Budget Accounts Assistant

Ateneo de Manila University; Quezon City; On-site; PHP 420,000 - 480,000; Full time

Job summary

Ateneo de Manila University in the Philippines is seeking a Facilities Budget Account Staff to monitor disbursements and assist in preparing annual budgets. The role reports to the CFMO and supports multiple section heads in budget and purchasing tasks.

The position involves handling budget records, processing payments, coordinating with suppliers, and maintaining documentation with a focus on accuracy and timely execution.

Qualifications

• Budget management: skilled in preparing, monitoring, and executing budgets.
• Tech-savvy: proficient in using IT systems and online platforms for administrative work.
• Communication: able to interact professionally with diverse stakeholders through various media.
• Time management: efficient in prioritizing tasks and managing workload.
• Customer service: responsive to client needs with urgency and professionalism.
• Records management: organized in handling and safeguarding documents throughout their lifecycle.
• Attention to detail: ensures accuracy and completeness in all work outputs.

Responsibilities

• Monitors budget disbursement and assists in preparing the yearly office budget proposal.
• Provides budget and finance-related assistance to CFMO Section Heads and Director.
• Maintains online records of overtime, cleaners, projects, and furniture/equipment requests.
• Drafts letters, announcements, reports, and meeting minutes as assigned.
• Prepares and tracks budgets and fund disbursements.
• Processes electronic payment requests, requisitions, and funding requests for various accounts.
• Verifies invoices, monitors purchasing, and ensures timely payment and accurate billing.
• Oversees petty cash replenishment and liquidation of cash advances.
• Performs day-to-day frontline and administrative tasks related to budget accounts.
• Coordinates with suppliers for invoices, certificates, and related concerns.

Skills

Budget management

Tech-savvy

Communication

Time management

Customer service

Records management

Attention to detail

Education

Bachelor’s degree in Business Administration, Financial Management, Accountancy, or related fields

Job description

Job Description

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Central Facilities Management Office (CFMO) Section Head for Facilities Budget and Purchasing, the Facilities Budget Account Staff monitors budget disbursement, assists in the preparation of the yearly office budget proposal, and provides budget and finance-related assistance to the other Section Heads, Group Heads and the CFMO Director.

I. Section Management Support

• Assists Central Facilities Management Office Section Heads in managing budgets and disbursements in coordination with the Facilities Budget and Purchasing Section Head.
• Ensures section services meet set standards and are delivered promptly.
• Recommends policies and strategies to enhance customer service and operational processes.
• Coordinates with school units on budget-related concerns.
• Assists in the preparation of documents for accreditation and assessments
• Maintains online records of overtime, agency cleaners, projects, and furniture/equipment requests.
• Drafts and transcribes letters, announcements, reports, and meeting minutes as assigned.

II. Budget Disbursement and Monitoring Support

• Supports CFMO Section Heads in preparing and tracking budgets and fund disbursements.
• Prepares and processes Electronic Request for Payment System, Electronic Purchase Requisitions, and funding requests for various accounts, including:
  • Major/Minor Improvements
  • Capitalized & Non-Capitalized Furniture and Equipment
  • Meetings, Events, Representation
  • Retreat, Laundry, IT & Software Expenses
• Ensures all required attachments for purchases are complete and submitted to Central Accounting Office and Central Purchasing Office.
• Maintains and updates budget ledgers, providing monthly balance reports.
• Prepares final proposed budgets by unit and section for the Section Head’s review.
• Monitors Purchase Orders and submits Receiving Reports to the Facilities Assistant.
• Verifies invoices and billing statements; ensures timely payment and accurate billing.
• Evaluates purchase requests against assigned budgets.
• Maintains organized filing of budget-related documents.
• Oversees petty cash replenishment, disbursement, and liquidation of cash advances.
• Drafts annual budget proposals for capital and non-capital expenses and submits them for review.
• Handles day-to-day frontline and administrative tasks related to assigned budget accounts.
• Coordinates with suppliers and contractors for invoices, completion certificates, and other concerns.
• Participates in bidding processes and provides budget-related feedback to the Section Head.
• Ensures timely submission of invoices and documents to Central Accounting Office and Central Purchasing Office.

III. Other Duties

• Performs other work-related tasks as assigned by the Section Head for Facilities Budget and Purchasing.

Minimum Qualifications

Knowledge, Skills, and Abilities

• Budget Management: Skilled in preparing, monitoring, and executing budgets.
• Tech-Savvy: Proficient in using IT systems and online platforms for administrative work.
• Communication: Able to interact professionally with diverse stakeholders through various media.
• Time Management: Efficient in prioritizing tasks and managing workload.
• Customer Service: Responsive to client needs with urgency and professionalism.
• Records Management: Organized in handling and safeguarding documents throughout their lifecycle.
• Attention to Detail: Ensures accuracy and completeness in all work outputs.

Education and Experience

• Bachelor’s degree in Business Administration, Financial Management, Accountancy, or related fields.
• At least one (1) year of relevant experience, preferably in customer service and budget management

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Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.