JENNIFER BAQUITRO FLAMIANO

Service Unit Philippines

Local Procurement and Contract Management:

• Managed local procurement processes in compliance with GIZ PuR, including services up to €7,999.99 and goods up to €5,000.
• Reviewed project requests and supporting documentation to ensure completeness and compliance, including Service Requests (SR), Terms of Reference (TOR), budgets, honorarium indices, participant lists, SPL screening, company data sheets, market surveys, and technical specifications.
• Conducted tender procedures and facilitated the evaluation of quotations/offers, ensuring adherence to GIZ awarding guidelines and proper documentation of the procurement process.
• Led financial negotiations during the tender process when necessary, ensuring best value for money and alignment with GIZ's economic efficiency principles.
• Determined applicable rates/fees for appraisers and individual consultants based on scoring results and the local fee schedule or honorarium index.
• Processed contracts and purchase orders, coordinated with suppliers, and monitored the delivery of goods and services to ensure completeness and that items were received in good condition.

Improving Smallholder Livelihoods through Inclusive Business Models (Cacao+) Project

Budget Monitoring and Financial Management:

• Monitored the project budget and ensured monthly updates for the Cacao Project, including the preparation and submission of the WINPACSS financial report.
• Handled the preparation of checks and cash payments, including staff travel and cash advances, supplier and consultant payments, and petty cash disbursements.
• Ensured timely liquidation and reconciliation of accounts receivables, particularly staff cash advances, to maintain accurate and up-to-date financial records.

Financial Review and Compliance:

• Reviewed travel claims for both local and international travel, as well as consultant liquidations and other payment-related transactions.
• Ensured strict application of the 4-eye principle for critical financial processes, including payments to service providers/suppliers, travel and cash advances, liquidations, and procurement of goods and services.
• Provided support in the preparation of budgets for project activities and consultancy contracts, contributing to accurate financial planning and compliance with organizational policies.

Office Administration:

• Ensured that the procurement of goods and services, including the tendering process, preparation of purchase orders (within project limits), and contract conclusion, complied with GIZ’s Procurement and Rules (PuR). Also conducted orientation sessions for consultants and service providers on GIZ administrative processes and requirements.
• Coordinated travel arrangements for both local and international staff, including booking of air tickets, hotel accommodations, and transportation as needed.
• Maintained and updated the project’s asset inventory in WINPACCS Inventory, ensuring accuracy and compliance with GIZ standards.
• Prepared service requests to the Government of Mindanao (GOM) related to procurement, payment processing, and HR matters such as job postings, contract extensions, and overtime payments.
• Worked closely with the project driver and administrative assistant to ensure smooth and timely implementation of project operations and logistical activities.
• Collaborated with technical staff to verify the correct use of GIZ templates and forms, ensuring that implementation adhered to GIZ PuR guidelines.

Sustainable Certified Coconut Oil Production (SCNO) Project

Office Administration Financial Management Accounting Procurement Contracts Management Local Subsidy Management

• Coordinated travel arrangements for local and international staff, consultants, and private partner institutions, including booking of air tickets and hotel accommodations.
• Managed carpool scheduling and vehicle allocation for project activities.
• Supervised and coordinated administrative support tasks with the logistics and administrative assistants, including photocopying, preparation of workshop materials, and bank errands for Agri-DPP.
• Conducted orientation sessions on administrative procedures for newly hired Agri-DPP staff.
• Monitored and maintained leave records of Agri-DPP personnel.
• Maintained inventory records of SCNO equipment and assets.
• Reviewed and checked monthly liquidations and post-paid phone bills of Development Advisors under Agri-DPP.
• Monitored budgets and conducted monthly updates for the SCNO Project.
• Prepared and reviewed monthly financial reports to ensure accurate financial tracking.
• Handled preparation of cheque payments and cash payables.
• Assisted in budget preparation for SCNO activities and ensured proper cost allocation.
• Monitored SAP postings to ensure correct and timely cost entries.
• Prepared travel claims for both local and international travel of project staff and partners.
• Ensured completeness of supporting documents for payments to suppliers and facilitated timely processing of check and cash payments.
• Reviewed staff cash advance liquidations for Agriculture Projects.
• Managed and reconciled the project’s petty cash fund.
• Led canvassing and procurement of supplies, equipment, event needs, and catering services within the program’s procurement limits.
• Prepared Purchase Orders and ensured compliance with GIZ Orientation & Rules (O&R) for Agri-DPP transactions.
• Prepared program consultancy contracts and reviewed consultants’ liquidations in compliance with GIZ guidelines for Agri-DPP.
• Monitored disbursements and pre-checked liquidations submitted by local subsidy recipients in coordination with GOM.
• Conducted orientations for SCNO project recipients on local subsidy requirements and procedures.

Environment and Rural Development (ENRD) Program, Abaca Sustainability Initiative (ASI) Project, Better Rice Initiative Asia (BRIA) Project

Office Administration Finance and Accounting Procurement of Goods Contracts Management Local Subsidy Management Petty Cash Management

• Coordinated travel arrangements for local and international staff, private partner institutions, consultants, and program missions, including booking of flights and hotel accommodations.
• Managed carpool scheduling and vehicle use for project-related activities.
• Coordinated with the logistics and admin assistants to ensure timely support for tasks such as photocopying, preparation of workshop materials, and bank errands for both EnRD and Agri-DPP projects.
• Conducted orientation sessions on administrative procedures for newly hired Agri-DPP staff.
• Prepared travel claims for both local and international travel under EnRD and Agriculture Projects.
• Ensured completeness of supporting documents for supplier payments and processed check/cash disbursements.
• Reviewed and verified cash advance liquidations to maintain financial accuracy and compliance.
• Handled canvassing and procurement of supplies, equipment, event materials, and catering services within program limits.
• Prepared purchase orders and ensured adherence to GIZ Orientation and Rules (O&R) for both EnRD and Agri-DPP procurement activities.
• Drafted program consultancy contracts and reviewed consultants’ liquidations in accordance with GIZ policies for EnRD Manila and Agri-DPP.
• Monitored the disbursement of payments to subsidy recipients and conducted pre-checking of liquidation documents in coordination with GOM.
• Administered and maintained the petty cash fund for both EnRD Manila and Agri-DPP, ensuring accurate disbursement and proper documentation.

Decentralization Program (DP)

Office Administration

• Oversees all administrative and logistical arrangements of the project, ensuring smooth day-to-day operations in compliance with organizational policies and procedures.

Finance and Accounting

• Monitors accounting processes and performs financial administrative tasks, including preparation of financial documents and reports.
• Provides support in budget preparation, financial tracking, and cost monitoring to ensure proper resource allocation and fiscal compliance.

Supplies and Infrastructure Administration

• Manages the procurement, distribution, and inventory of office supplies and equipment.
• Ensures that infrastructure needs of the assigned office are adequately addressed to support operational efficiency.

External Networking and Internal Communication

• Organizes and maintains effective communication channels within the project office and with external stakeholders.
• Facilitates timely information flow and coordination among team members, partners, and service providers.

Supervision and Monitoring of Support Staff

• Oversees the work of drivers and auxiliary personnel when delegated by the manager or supervisor, particularly in office locations that operate independently from the program head office.
• Ensures that support staff deliver services effectively and align with project operational standards.

Decentralization Program (DP)

Accounting Financial Administration Office Support and Administrative Assistance

• Prepared monthly receivable monitoring sheets and project journal entries, as well as monthly invoices for the project.
• Maintained accurate inventory records for the office and project assets.
• Organized and updated accounting logbooks, records, and financial databases in compliance with GTZ/GIZ guidelines.
• Managed the petty cash fund, including daily disbursement recording, daily cash count reconciliation, and preparation of cash flow and liquidity reports.
• Ensured safekeeping of petty cash book and prepared cash replenishment reports.
• Reported any surplus or deficit in cash balances and ensured timely liquidation of petty cash advances.
• Monitored submission of receipts and supporting documents for financial transactions, ensuring completeness and compliance with internal policies.
• Set up and maintained a structured filing system in accordance with GTZ guidelines.
• Assisted in documenting meetings, workshops, seminars, and other project-related events.
• Supported travel and logistical arrangements for program/project staff and visitors.
• Acted as custodian of office supplies and managed procurement of small office equipment and materials.
• Processed service requests and provided logistical and liaison support, including photocopying, bill payments, document delivery/pick-up, and guest reception.
• Provided administrative support in organizing events and other program activities.

Decentralization Program (DP)

Accounting Financial Administration Office Support and Administrative Assistance

• Prepared monthly receivable monitoring sheets and project journal entries, as well as monthly invoices for the project.
• Maintained accurate inventory records for the office and project assets.
• Organized and updated accounting logbooks, records, and financial databases in compliance with GTZ/GIZ guidelines.
• Managed the petty cash fund, including daily disbursement recording, daily cash count reconciliation, and preparation of cash flow and liquidity reports.
• Ensured safekeeping of petty cash book and prepared cash replenishment reports.
• Reported any surplus or deficit in cash balances and ensured timely liquidation of petty cash advances.
• Monitored submission of receipts and supporting documents for financial transactions, ensuring completeness and compliance with internal policies.
• Set up and maintained a structured filing system in accordance with GTZ guidelines.
• Assisted in documenting meetings, workshops, seminars, and other project-related events.
• Supported travel and logistical arrangements for program/project staff and visitors.
• Acted as custodian of office supplies and managed procurement of small office equipment and materials.
• Processed service requests and provided logistical and liaison support, including photocopying, bill payments, document delivery/pick-up, and guest reception.
• Provided administrative support in organizing events and other program activities.

Decentralization Program (DP)