Finance and Administration Officer (FAO)

DRC is an international non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. DDG, as a mine action unit within DRC, wishes to expand its global humanitarian operations to include Vietnam, and more broadly, South East Asia and possibly, parts of the South Pacific.

DDG is starting clearance operations in Vietnam in September 2014, and is looking for a qualified individual to serve as Finance and Admin Officer (FAO) based in the Hanoi office.

Job description

The FAO will be responsible for daily finance / accounting and administration of project support activities, through well-maintained and appropriate office systems.
Reporting to: Project Manager (PM)

The position’s specific objectives / responsibilities and tasks are as following:

Human Resources, Administration and Logistics

• Ensure all project human resources are managed and dealt with appropriately and that HR files and databases are maintained for all employees contracted to the province.
• Assist the Project Manager for all tasks related to HR for the office and projects: recruitment, hiring staff or consultants, labor contract issuance .
• Review monthly payroll, nominal roll. Assist the Country Director and/or Project Manager in building up benefit and compensation system. Assist the Country Director and/or Project Manager in salary review and staff annual performance appraisal.
• Assist the Country Director and/or Project Manage in developing HR, administration policy and procedures. Monitoring the compliance and update changes
• Liaise with government (VUFO/PACCOM) as assigned and with other local authorities about any issues related to Office Permit, visa, tax, public fees and other public obligations 
• Assist the Country Director and/or Project Manager and other teams/staff in daily administrative routine, ensuring the smooth running of office and projects
• Ensure logistics procedures are followed in accordance with DDG procurement guidelines, including collecting quotations, preparing Purchase Request Forms and Purchase Orders.
• Assume responsibility for all administrative aspects of the Hanoi Office in accordance with DDG policies and procedures governing DDG’s support functions.
• Regularly review and update Hanoi office equipment inventory. Consolidate programme assets and inventories reports prepared by project administration officers. Manage  programme assets located in Hanoi office and project offices
• Manage the repair, servicing and maintenance of office and field equipment and furniture; maintain system for efficient use. Update vendors and services
• Other tasks if assigned

Finance and Accounting

• Monitor and control project expenditure in line with the agreed budget and in co-ordination with the Project Manager.
• Check, verify and process financial documentation, including orders, invoices and payment to vendors and reimbursement to office staff/consultant in accordance with DDG policies and procedures
• Keep track and process the personal income tax (PIT) for Hanoi staff and consultants if any, and compulsory insurance contributions for Hanoi staff in accordance with the Vietnam Government’s requirements
• Manage Hanoi office petty cash and bank accounts.
• Conduct / review project cash books and submit to Headquarters’ corresponding accountants for review and post to financial software.
• Prepare program monthly expenditure report
• Reconcile cash / bank and expenses / income accounts
• In charge of monthly fund transfer request to Headquarters and transfers of fund to field offices
• Assist the Country Director in preparing donor budget for program. Be in charge of monitoring the spending of approved budget, ensuring the spending complies with donor’s contractual regulations
• In charge of preparing donor financial report, quarterly financial report if any and other reports to the Government or local authorities
• Work with the Management Board and other operational teams to produce annual budget for programme
• Other finance-accounting related work as required or needed (i.e. bank account, social insurance etc.)
• Support the Management Board in developing or updating financial policy and procedures
• Supervise field finance staff and review performance. In charge of internal finance monitoring at field
• Support of internal and external audit
• Liaison with HQ for any financial matters

Requirements

• University-level (Bachelor level) qualification in book-keeping or accounting.
• At least five (5) year experience in an accounting position with responsibilities as described above.
• Documented experience working with international organizations, such as international non-governmental organizations
• Long-term working experience in Vietnam required.   
• Fluency in Vietnamese and proficiency in English language including reading, writing and speaking skills.
• Computer skills including spreadsheet, word processing, and electronic mail. Knowledge of accounting software desirable.
• Documented experience and knowledge of Vietnamese laws on labor, social & health insurance and personal income tax.    
• Detail-oriented with excellent interpersonal skills and ability to work in a team in a strongly collaborative manner.
• Ability to work independently, prioritize tasks and to take initiative. 
• Experience managing finances in collaborative projects with government agencies is an advantage.

How to apply

Given the necessity to fill this position as soon as possible, candidates are urged to submit their application by 17 August 2014.

Your application must include:

• A cover letter clearly demonstrating your suitability for this position
• A comprehensive CV (no more than 2 pages)
• Contact details (incl. telephone number and email) of 2 references including most recent direct supervisors

Please send your application to: Truong Thu Thuy (Mrs) - Project Manager - DDG Vietnam - Email: [email protected]

Only short-listed applicants will be contacted by email.

DDG Vietnam give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.