Within the Mutualized Office of Expertise France in the Philippines, and under the hierarchical supervision of the Finance and Administrative Manager, the Accounting and Treasury Officer will be responsible for the operational implementation of accounting and treasury processes for Expertise France projects in the Philippines.

The position is designed as an operational accounting and treasury role within the Administration and Finance unit. The Accounting and Treasury Officer will contribute to the secure execution of payments, the reliability of accounting records, the monitoring of bank and cash movements, the preparation of accounting packages, and the proper archiving of payment and accounting documentation.

The Accounting and Treasury Officer will work closely with the Finance and Administrative Manager, project teams, the Procurement, Grants and Logistics unit, banks, suppliers, beneficiaries and Headquarters finance teams. He/she will help ensure that payment, accounting and treasury processes are implemented in line with Expertise France procedures, donor requirements, internal control standards and applicable local requirements.

The Accounting and Treasury Officer will work in close coordination with the Finance and Administrative Manager to ensure coherence between payments, accounting records, budget follow-up, financial monitoring tools, treasury forecasts and supporting documentation.

The Accounting and Treasury Officer will notably be responsible for:

1. Payment preparation and execution

• Prepare payment files after verification of supporting documentation and validation, in accordance with Expertise France procedures and internal approval workflows.
• Prepare payment authorisation files (BAP) or equivalent payment packages where applicable, ensuring that all required information and supporting documents are included before payment execution.
• Verify that payment files include the required approvals, budget references, supplier or beneficiary information, bank details, invoices, contracts, purchase orders, grant payment requests, mission documentation or other relevant supporting documents.
• Execute approved payments through authorised banking channels, in accordance with applicable signature mandates, segregation of duties and internal control requirements.
• Ensure that no payment is executed without the required validation chain, complete supporting documentation and applicable financial approval.
• Follow up on pending payments, rejected transactions, bank processing issues, missing banking information or payment confirmations.
• Inform the Finance and Administrative Manager and relevant requesting teams of payment status, delays or issues requiring clarification.
• Ensure that proof of payment is collected, filed, shared with relevant colleagues and linked to the corresponding payment file.

2. Treasury, bank and cash management

• Maintain the day-to-day monitoring of local bank accounts, cash accounts and treasury movements for Expertise France projects in the Philippines.
• Prepare and update cashbook, bank journals and treasury tracking tools in accordance with Expertise France procedures.
• Monitor bank balances, cash balances, expected inflows, planned payments and treasury needs.
• Prepare treasury forecasts and cash-flow updates under the supervision of the Finance and Administrative Manager.
• Support the preparation of fund requests, treasury replenishments or cash-flow planning documents where required.
• Ensure that cash and bank movements are properly documented, justified and recorded.
• Monitor bank charges, exchange-rate impacts, currency movements and other treasury-related items, and alert the Finance and Administrative Manager where required.
• Coordinate with banks on operational matters, including payment execution, bank statements, account documentation, transaction follow-up and banking issues.

3. Bank reconciliations, cash controls and accounting follow-up

• Carry out regular bank reconciliations and cash reconciliations, ensuring consistency between bank statements, cashbooks, payment records and accounting data.
• Identify discrepancies, missing entries, unsupported movements, bank errors or reconciliation issues, and report them to the Finance and Administrative Manager.
• Prepare reconciliation files and supporting documentation for review and validation.
• Contribute to the follow-up and regularisation of accounting discrepancies, pending items, supplier balances, beneficiary balances, advances and third-party accounts.
• Support the Finance and Administrative Manager in reconciling accounting data with financial monitoring tools, payment records and project budget follow-up.
• Ensure that accounting and treasury records are reliable, up to date and traceable.
• Prepare supporting information required for monthly, quarterly, semi-annual and annual accounting closures.

4. Accounting records and monthly accounting package

• Prepare, organise and review accounting documentation required for monthly accounting packages.
• Ensure that invoices, payment evidence, bank statements, cash records, advance justifications, mission documents, supplier documentation and other supporting documents are complete and properly filed.
• Prepare or support the recording of accounting entries related to payments, advances, bank movements, cash movements, supplier transactions, beneficiary payments and other financial operations.
• Ensure that accounting entries are supported by complete documentation and coherent with analytical allocations, budget codes and project references.
• Contribute to the preparation and submission of monthly accounting packages to Headquarters or relevant finance services, under the supervision of the Finance and Administrative Manager.
• Support the review and correction of accounting entries where inconsistencies, missing documents or allocation errors are identified.
• Ensure proper filing and traceability of accounting packages, supporting documents and correspondence.

5. Advances, mission payments and regularisations

• Prepare, monitor and document advances granted to staff, experts, partners, beneficiaries or other authorised parties, in accordance with Expertise France procedures.
• Follow up on advance justifications, supporting documents, balances to be returned, regularisations and outstanding amounts.
• Coordinate with project teams, the Logistics and Missions Officer and the Finance and Administrative Manager to ensure timely closure of mission advances and operational advances.
• Prepare per diem, mission-related payments and other travel-related payments after validation of the mission documentation and applicable approval workflow.
• Ensure that mission-related payment files include the required documentation, such as mission orders, attendance lists, travel documents, calculation sheets, banking details and supporting documents.
• Monitor outstanding advances and alert the Finance and Administrative Manager on delays, inconsistencies or unreconciled balances.
• Ensure that advances and regularisations are properly reflected in accounting and treasury records.

6. Supplier, beneficiary and third-party accounting follow-up

• Maintain and update supplier, beneficiary and third-party payment information required for payment processing and accounting follow-up.
• Support the creation and update of third-party records in relevant tools, under the validation of the Finance and Administrative Manager where applicable.
• Monitor supplier and beneficiary balances, pending invoices, payment status and outstanding documentation.
• Coordinate with suppliers, beneficiaries, banks and internal teams to clarify payment issues, missing documents, account details or transaction status.
• Ensure that payments to suppliers, beneficiaries, experts and other third parties are properly documented and linked to the relevant contract, purchase order, grant agreement, mission file or validated request.
• Contribute to the detection and follow-up of duplicate payments, incorrect bank details, missing supplier documentation, unsupported balances or other accounting risks.
• Maintain confidentiality and security of banking and payment information.

7. Coordination with finance, procurement, grants and logistics functions

• Work closely with the Finance and Administrative Manager to ensure consistency between payment execution, accounting records, financial monitoring tools, budget allocations and reporting needs.
• Coordinate with the Procurement, Grants and Logistics unit on payment files related to procurement contracts, grant payments, missions, events, logistics and simple purchases.
• Coordinate with project teams and Mutualized office functions to obtain missing documentation, clarify payment requests and close payment loops.
• Ensure that payment execution does not bypass the validation chain, procurement rules, grant payment conditions or financial control requirements.
• Share payment status, accounting data, reconciliation information and treasury updates with the Finance and Administrative Manager as required.
• Participate in internal coordination meetings related to payments, treasury, accounting, audits, closures, procurement, grants and logistics workflows.
• Contribute to smooth information circulation between requesting teams, finance, accounting, procurement, grants and logistics colleagues.

8. Internal control, audit-readiness and documentation

• Ensure that payment, accounting and treasury files are complete, well-structured, properly archived and available for internal controls, donor verifications and external audits.
• Maintain proper physical and digital filing of accounting packages, payment files, bank statements, cash records, reconciliations, advance files, proof of payment and related correspondence.
• Support the preparation of internal controls, donor verifications, project audits, grant audits and external audits by collecting and organising accounting and treasury documentation.
• Respond to documentation requests related to payment evidence, bank movements, reconciliations, accounting entries, advances and supplier or beneficiary payments.
• Contribute to the follow-up of audit recommendations related to payments, treasury, accounting records, bank reconciliations, cash management or archiving.
• Identify weaknesses in payment or accounting documentation and propose improvements to strengthen traceability and audit-readiness.
• Ensure that sensitive financial information, banking details and payment documentation are handled with confidentiality and appropriate safeguards.

9. Tools, procedures and continuous improvement

• Maintain accurate and up-to-date accounting, treasury and payment tracking tools.
• Contribute to the improvement of payment workflows, accounting templates, reconciliation tools, treasury tracking systems, archiving practices and internal checklists.
• Support the preparation and regular updates of the Mutualized Office procedures manual, particularly for payments, treasury, bank and cash management, advances, reconciliations, accounting packages and payment documentation.
• Contribute to the standardisation of accounting and treasury practices across Expertise France projects in the Philippines.
• Identify recurring issues in payment processing, bank follow-up, documentation, advances, reconciliations or accounting packages, and propose practical improvements.
• Support the dissemination of good practices related to payment documentation, advance justification and accounting traceability.
• Contribute to a service-oriented and compliance-focused working culture within the Administration and Finance unit, supporting project delivery while ensuring secure payments, reliable accounting data and respect of procedures.

This job description may evolve according to Expertise France's operational requirements and the needs of Expertise France projects in the Philippines.