JOB VACANCY
ChildFund Japan is dedicated to assembling a diverse, broadly trained staff. Members of disadvantaged groups are strongly encouraged to apply. Join our team and become part of a passionate group committed to building a brighter future for children.
JOB DESCRIPTION
Position Title: General Finance and Admin Assistant (GFAA)
Position Level: Rank and File
Contract Fixed-term, 3 months (with possibility of extension subject to funding availability)
Work Schedule: Part-time, three days per week (Tuesday through Thursday)
Department: Finance and Administration Team
Report to: Finance and Administrative Director
Purpose of the Position
The General Finance/Admin Assistant plays a key supportive role within the office, responsible for performing a variety of administrative and clerical tasks. Duties include supporting directors, managers, and staff, assisting with daily office operations, and managing general administrative activities to ensure a smooth workflow.
Duties and Responsibilities
The General Finance and Administrative Assistant will report directly to the Finance and Administrative Director and will work closely with members of the Administration Department, as well as other teams, such as the Program Team. This role is critical to ensuring the efficient day-to-day operations of the office.
The General Finance and Administrative Assistant is expected to adhere to all CFJ policies, particularly the Child Safeguarding Policy, ensuring that the best interests of children are prioritized and that ethical standards related to their protection and participation are upheld. All communication materials must follow the ‘do no harm’ principle when portraying children.
Key Responsibilities
Submit and reconcile assigned financial worksheets, reports
Maintained files and provide general support to the Finance Team
Organize and schedule appointments and meetings; take detailed minutes as needed
Draft and distribute emails, memos, letters, faxes, and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain an organized filing system
Answer and direct phone calls (as needed)
Coordinate with the Program Team, Local Partners, and other departments as assigned
Perform other duties as requested by the Country Director, Finance and Admin Director 
Required Skills and Experience
Education
Bachelor’s degree or higher in a relevant field
Additional certification as an Administrative Assistant or Secretary is an advantage
Work Experience
1–2 years of relevant work experience
Strong attention to detail and problem-solving abilities
Language
Excellent written and verbal communication skills in English
Ability to speak a local language is an asset
Technical Skills
Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook)
Familiarity with office equipment (e.g., printers, fax machines)
Basic knowledge of office management systems and procedures like Red Note and DocuSign is a plus
Experience with content management systems and social media platforms is a plus
FOR JOB POSTING:
CFJPB is looking for General Finance and Administrative Assistant
You may send your letter of intent and CV to: info@childfundjapan.org.ph
Terms of Reference
Title
Financial Advisor for Accounting System Setup and Roll Out
Report to
Finance and Admin Director
Term of Employment
Consultancy for 3 months
1. Background and Context
ChildFund Japan Philippine Branch is committed to upholding the rights and welfare of Filipino children. We work with deprived, excluded, and vulnerable communities by providing educational support, family capability building, health education, skills training, and livelihood initiatives. Guided by our three operational pillars – education, child protection, and disaster risk reduction/emergency relief – we strive to create safe and nurturing environments for children.
POSITION SUMMARY
ChildFund Japan Philippine Branch (CFJPB) utilizes Red Note accounting software. With a growing diversity of donors, there is an urgent need to enhance the existing financial management and strengthen financial reporting capacities – particularly in managing donor funds. This includes ensuring compliance with donor restrictions, accurately allocating expenses across different funding sources, and maintaining clear and effective communication with donors regarding the use of their contributions.
2. Objectives of the Assignment
The consultant will support CFJPB by:
– Guiding finance staff in understanding the distinction between restricted and unrestricted funds in nonprofit accounting.
– Developing and implementing a method for allocating shared operational expenses (overhead) across projects.
– Establishing a structured accounting system utilizing RedNote software.
– Ensuring proper allocation of expenses between restricted and unrestricted funds in compliance with donor requirements.
– Structuring accounts to accurately reflect reserved funds. Classifying projects by donor and funding source to enable precise tracking and reporting.
3. Deliverables
The selected consultant is responsible for achieving the following:
– A documented accounting system setup guide tailored to RedNote
– Configured and operational RedNote systems.
– Completed training sessions for finance staff.
– A documented cost allocation method applied across the organization.
– A final consultancy report summarizing system setup, implementation challenges, lessons learned, and recommendations for future improvements.
4. Timeline
Total Consultancy duration:
Minimum of 10hrs /per month for 3 months
On-call basis or as per need arises.
5. Required Qualifications
– Proven experience in setting up accounting system setup using RedNote or similar software.
– Strong expertise in non-profit accounting, including management of restricted and unrestricted funds.
– Demonstrated ability to conduct training and build capacity in financial systems.
– Knowledge of donor compliance standards and reporting requirements.
– Excellent communication, facilitation and interpersonal skills.
Any eligible organization and/or professional keen to apply for this.
Please send your CV to info@childfundjapan.org.ph