Bookkeeper / Finance & Compliance Officer

The Bookkeeper / Finance & Compliance Officer is responsible for ASTA's day-to-day financial record-keeping, course and scholarship cost forecasting, government-related costing compliance (TESDA and partner-agency proposals), recurring facility expense scheduling, permit renewal tracking, and payroll support. The role combines traditional

bookkeeping with training-institution-specific costing work, ensuring that ASTA's course pricing, scholarship proposals, and operating budgets remain accurate, compliant, and up to date.

KEY RESPONSIBILITIES

• Government Costing for Scholarship Proposals (required)

– Prepare detailed cost breakdowns for scholarship-funded training proposals (e.g., TESDA, DTI, DICT, LGU-funded programs).

– Ensure costing complies with government costing guidelines, allowable cost ceilings, and per-scholar rate limits.

– Prepare supporting cost annexes, budget matrices, and cost justifications for submission with Terms of Reference (TOR) and proposal documents.

– Coordinate with the Project Manager on TESDA scholarship modalities: Micro-credential, RTP (Registered

Training Program), EBET (Enterprise-Based Education and Training), and TWSP (Training for Work Scholarship Program).

• Course Fee Forecasting

– Build and maintain per-capita and total cost models for stand-alone courses.

– Develop bundled/package course pricing that reflects shared-resource savings while preserving margin targets.

– Prepare TESDA-compliant costing for micro-credential offerings, aligned to approved qualification standards.(required)

– Prepare separate costing structures for EBET courses, reflecting enterprise-based training cost parameters.

– Update forecasts periodically to reflect changes in trainer rates, materials, venue costs, and enrollment volume.

• Recurring Facility & Utility Expense Scheduling

– Maintain a schedule/tracker of recurring obligations: office and training-venue rental, electricity, water, and internet/connectivity.

– Monitor due dates, flag upcoming payments, and reconcile actual consumption/billing against budget.

– Escalate unusual variances (e.g., spikes in utility consumption) to the Project Manager.

• Government Permits & Regulatory Compliance

– Track expiry dates for all business and regulatory permits (e.g., Mayor's/Business Permit, TESDA program registration/accreditation, BIR registration, SEC filings, fire safety , PEZA, and other local permits).

– Prepare and submit permit renewal requirements ahead of deadlines, coordinating with the School Director and external liaisons/agents as needed.

– Maintain a compliance calendar and document filing system for all permits and licenses.

• Bookkeeping

– Record day-to-day financial transactions (sales/invoices, expenses, disbursements, collections) accurately and on time.

– Maintain the general ledger, accounts payable/receivable, and petty cash records.

– Prepare bank reconciliations, monthly financial reports, and basic P&L / cash flow summaries.

– Ensure proper filing and retention of official receipts, invoices, and supporting documents for audit and BIR compliance.

– Support external accountants/auditors during BIR filings, statutory reporting, and annual audits.

• Manpower Salaries & Statutory Contributions

– Prepare and process payroll for trainers, staff, and consultants, including timekeeping validation.

– Compute and remit statutory contributions and withholding taxes (SSS, PhilHealth, Pag-IBIG, BIR withholding tax) on schedule.

– Maintain payroll records, contracts references, and compensation summaries in coordination with HR/the Project Manager.

OTHER RESPONSIBILITIES

• Assist in preparing budget trackers and dashboards for management/owner reporting.

• Support procurement documentation (purchase requests, supplier quotations, service agreements) and vendor payment scheduling.

• Assist in preparing financial sections of grant, partnership, or accreditation submissions.

• Maintain organized digital and physical filing systems for all financial and compliance documents.

• Flag budget risks, cost overruns, or compliance gaps proactively to the Project Manager and school owners.

• Perform other finance-, costing-, and compliance-related tasks as assigned.

QUALIFICATIONS

• Bachelor's degree in Accountancy, Finance, Business Administration, or related field.

• At least 2–3 years of bookkeeping or finance/costing experience; experience with a TVI, training institution, or government-funded program is a strong advantage.

• Working knowledge of TESDA costing frameworks and scholarship modalities (Micro-credential, RTP, EBET, TWSP) preferred.

• Proficiency in Excel/Google Sheets for cost modeling and financial tracking; familiarity with accounting software (e.g., QuickBooks, Xero, or similar) is a plus.

• Understanding of Philippine statutory requirements (BIR, SSS, PhilHealth, Pag-IBIG) and basic permit/regulatory processes.

• High attention to detail, strong organizational skills, and ability to manage multiple recurring deadlines.

• Discretion in handling confidential financial and payroll information.

KEY COMPETENCIES

• Analytical and detail-oriented, with strong numeracy skills.

• Organized and deadline-driven, particularly around statutory and permit renewal dates.

• Clear written communication for reports and proposal costing sections.

• Comfortable working closely with a Project Manager and reporting to school owners on financial matters.