Finance & Grants Officer

CARE Philippines; Quezon City; On-site; PHP 480,000 - 600,000; Full time

Job summary

CARE Philippines is seeking a Finance and Grants Officer to manage financial operations across HACDR programs, with primary responsibility for the Sarangani Earthquake Early Recovery Project and CARE's humanitarian funding portfolio. The role ensures that financial transactions, budgeting, and donor reporting meet CARE's and donors' compliance standards.

The Officer will track expenditures, process payments, maintain records, and support grants management and partner coordination to ensure

Qualifications

• Track actual expenditure against the approved budget by cost category and cost center, and flag significant variances to the Project Manager and the Program Management Team
• Prepare budget-versus-actual analyses and financial summaries for management decisions and donor reporting
• Prepare budget revisions or reallocations with justification when expenditure patterns require adjustment
• Support forecasting and financial planning for upcoming activities and procurement
• Review and process payment requests, vouchers, and disbursements with supporting documentation and CARE's approval requirements
• Record financial transactions against the correct project, cost center, and budget line in CARE's accounting system
• Reconcile bank and cash accounts on a regular schedule and resolve discrepancies with the bank or relevant staff
• Maintain organized, complete financial records and supporting documentation in line with CARE's recordkeeping requirements
• Process cash transfer disbursements in coordination with the Project Manager and/or PMT, verifying batches against approved caseload and eligibility documentation before payment
• Ensure project expenditure and financial reporting comply with donor requirements, including eligible cost categories and indirect cost recovery calculations
• Prepare financial reports and supporting documentation for donor submissions, budget revisions, and other purposes
• Support internal and external audits and compliance reviews by preparing and providing requested financial records
• Coordinate with implementing partners on budget development, financial reporting, and grant/subgrant compliance where CARE delivers assistance through partners
• Review partner financial reports and supporting documentation against agreed budgets and CARE's partner financial management requirements
• Support partner financial capacity assessments and provide guidance to partners on CARE's financial and compliance requirements

Responsibilities

• Track actual expenditure vs approved budget by cost category and cost center; flag variances.
• Prepare budget-to-actual analyses and donor reports for management decisions.
• Prepare budget revisions with justification when adjustments are needed.
• Support forecasting and financial planning for upcoming activities.
• Review and process payments, vouchers, and disbursements with supporting documents.
• Record transactions to the correct project, cost center, and budget line.
• Reconcile bank and cash accounts; resolve discrepancies.
• Maintain organized financial records per CARE requirements.
• Process cash transfers with PM/PMT; verify batches and eligibility documents.
• Ensure expenditures meet donor requirements, including indirect cost recovery.
• Prepare donor financial reports and supporting documentation.
• Support audits and compliance reviews with requested records.
• Coordinate with implementing partners on budgets and reporting.
• Review partner reports against budgets.
• Support partner capacity assessments and guidance on requirements.

Job description

The Finance and Grants Officer provides financial management, budget oversight, and donor compliance support across CARE Philippines' Humanitarian Action, Climate, and Disaster Resilience (HACDR) programming, with primary responsibility for the Sarangani Earthquake Early Recovery Project and CARE's humanitarian preparedness and emergency response portfolio, of which the CARE Emergency Response Fund is one mechanism. The role ensures that financial transactions, cash transfer disbursements, budgets, and donor reporting meet CARE's and donors' compliance standards.

Budget Tracking, Analysis, and Reporting

• Track actual expenditure against the approved budget by cost category and cost center, and flag significant variances to the Project Manager and the Program Management Team
• Prepare budget-versus-actual analysis and financial summaries to support management decision-making and donor reporting.
• Prepare budget revision or reallocation requests, with supporting justification, when actual expenditure patterns require adjustment.
• Support forecasting and financial planning for upcoming activities and procurement.

Transaction Processing and Financial Recordkeeping

• Review and process payment requests, vouchers, and disbursements against supporting documentation (purchase orders, invoices, contracts) and CARE's approval requirements.
• Record financial transactions against the correct project, cost center, and budget line in CARE's accounting system.
• Reconcile bank and cash accounts on a regular schedule and resolve discrepancies with the bank or relevant staff.
• Maintain organized, complete financial records and supporting documentation in line with CARE's recordkeeping requirements.
• Process cash transfer disbursements in coordination with the Project Manager and/or PMT, verifying batches against approved caseload and eligibility documentation before payment.

Grants and Donor Compliance

• Ensure project expenditure and financial reporting comply with donor requirements, including eligible cost categories and indirect cost recovery calculations.
• Prepare financial reports and supporting documentation for donor submissions, budget revisions, and other purposes.
• Support internal and external audits and compliance reviews by preparing and providing requested financial records.
• Coordinate with implementing partners on budget development, financial reporting, and grant/subgrant compliance where CARE delivers assistance through partners.
• Review partner financial reports and supporting documentation against agreed budgets and CARE's partner financial management requirements.
• Support partner financial capacity assessments and provide guidance to partners on CARE's financial and compliance requirements.