[opportunities] Recruitment for Senior Finance/Admin Officer
info vietnam
info-vietnam at aide-et-action.org
Wed Jul 12 10:53:05 ICT 2017
*JOB DESCRIPTION*
*Position Title : Senior Finance/Admin Officer *
*Location : Hanoi with occasional travel to the
field*
*Reports to : Country Representative *
*Working Relations : **Regional Admin/Finance Manager, Programme
Officers, **Communication & Sponsorship Officer*
*Supervises : Volunteer/Intern*
*Background**: *
Aide et Action International (AEAI) is an international NGO, headquartered
in Geneva, Switzerland. AEA International began its programs in India in
1981 and is now working in more than 20 countries across Africa, the
Caribbean, Europe, South Asia, Southeast Asia and China to support the
development of sustainable education projects with our believes in the
universal right to a quality education and bases each intervention around
this ethos.
The activities in South East Asia and China (SEAC) started in 2001 with
local partners and government agencies in Cambodia, Vietnam, Lao PDR, China
and Myanmar to enhance the quality of education as well as to facilitate
the access to quality education. In Vietnam, AEAI started working in 2004
with local partners and governments.
*General Criteria*
AEA’ s staff operate in the spirit of shared decision making which demands
team-work, transparency, mutual respect, integrity, personal initiative,
creativity, and professional discretion.
*Job purpose*
This position is primarily responsible for the overall management/execution
of the country accounting and financial reporting functions to ensure a
quality financial management and highest level of support to the whole team
and partners. It shall ensure compliance with Financial Manual, Grant Terms
and Agreements, especially with EC and other donors funded projects for
which Aide et Action has financial and reporting responsibilities.
This position is also responsible to provide financial and management
advice and services to the programme and project team in ensuring efficient
functioning of internal controls and procedures, cash management, security
of assets and funds, financial accounting, reporting and budget
preparation.
*MAJOR DUTIES and RESPONSIBILITIES:*
*A. FINANCE & ACCOUNTING*
- Identifies potential or actual risks (financial or otherwise) arising
and take all reasonable steps to minimise or eliminate the risk in all
dealings with the European Commission, project partners and sub-contractors
- Advises staff and grantees on grant procedures and financial management
- Support Finance Officers of partners to ensure that the administration
of EU grants and management systems are up to date, informed and accurate
as needed.
- Supports the Country Representative and the whole team on all EU
finance related issues
- Review financial Reports from partners and produce financial report
annually to EC
I. Budgeting
a. Leads and be responsible for the monthly reporting for these
areas, income and expenditure, ensuring that information produced is robust
and accurate
b. Works closely with programme or project implementation team of
partners to prepare the project budgets according to annual convention
objective
c. Works closely with Country Representative to prepare the
operational budget/coordination budget for the upcoming year/three-year plan
d. Coordinates with project officers at AEA and partners and
Country Representative for budget revision in semi-annual basis
e. Provides technical support to project or program team on
budget monitoring
f. Liaises with project team in reviewing annual budget
planning of implementing partners to ensure cost efficiency and
effectiveness
g. Compile, review, and edit project technical progress reports
and annual workplans and overseeing timely submission to the EC.
h. Acts as technical resource person by increasing the
understanding of programme or project team and non-finance staff in the
area of Accounting, Budgeting, ERP5 and other areas of financial management
II. Daily accounting
a. Checks the request, cash advance and settlement vouchers to
ensure sufficient and adequate supporting documents to comply with AEA
Financial Manual, procedures and donor regulations.
b. Prepares Finance Form and identifies transaction reference,
writing up in debit and credit side, approval legitimacy, adequacy of
supporting documents and validity of the transaction
c. Is responsible for day-to-day bookkeeping and verifying the
bookkeeping inVietnam to ensure the compliance with AEA Financial Manual.
d. Monitors the aging of outstanding cash advance to ensure the
settlement shall be made within the permit period
e. Advises the accrual amount should be made at every end of
month and keeps monitoring them to ensure this will be clear out in the
particular time frame.
f. Liaisons with the banks for updating the bank record and
obtaining the bank advice and statements
g. Notifies Regional Finance Manager for bank remittance based on
the fund request
h. Maintains the filling system within the finance department in
systematic ways with safeguard and confidentiality
i. Makes a payment such as office utilities, and ensure the
compliance of taxes, Social Security Fund, and to suppliers as requested
j. Conducts physical count of the fixed asset listing in
semi-annual basis to ensure each property of AEA having asset tag
III. Cash management
a. Prepares fund request for approval to submit to the region
b. Oversees effective cash control and management by reviewing
cash balance and advising Regional Finance Manager and direct supervisor
for any unusual balance noticed
1. Records and maintains daily cash movement from daily transactions and
match it with cash count sheet
d. Determines cash position as of cut-off date (ensure the
efficient cash for program and project)
e. Conducts monthly cash count with supporting of cash count
sheet
IV. Grant management
a. Contributes to the development and implementation of
appropriate policies and procedures for the efficient and effective
operation of the funded projects
b. Liaises with EC, project coordinators, funding agencies, and
other stakeholders on progress of all projects and initiatives, and
ensuring that all contract terms are met.
c. Advises on the terms of the contract and annexes including
the EC Practical Guide to Funding and Financial Guidelines.
d. Negotiates and advises budget revisions to the proposals
recommended for funding, as assigned
e. Develops and maintains the effective communication with the
implementing partners to ensure that grantees receive needed information in
a timely and appropriate manner.
f. Reviews the financial report from the implementing partner
to ensure that those reported expenses are complied with the approved
budget and donor’s policy or regulations. Consult with project officers
when necessary
g. Monitors, evaluates and documents the implementing partners’
performance, as assigned
h. Conducts financial review on the implementing partner
i. Identifies the training or other capacity-building
activities relating to financial skills for the implementing partners.
j. Provides technical support to the implementing partners as
requested
*V. **Audit support*
a. Works with EC to ensure the timely preparation and submission
of project financial reports and supporting documentation
b. Liaises with auditors and arranging necessary project audits
c. Assists in the collection of the necessary information for
audit and control by ECommission services
d. Prepares and review supporting documentation for external
audits
e. Communicates regularly with external auditors, and with
external partners to ensure audits are completed timely and in the correct
format
f. Assists line managers in responding to the questions of
external auditors relating to financial and internal control issues.
*B. OFFICE ADMINISTATION AND LOGISTICS *
1. Updates/draft and follow up administration and personnel policies,
procedures and guidelines for the country and project offices and ensure
they are well maintained
2. Ensures that filing and information system in the office is
maintained and updated
3. Ensures that processes of purchase, maintenance and updating of
assets list, inventory of office equipment and furniture, are implemented
in compliance with procedures
4. Liaisons with the local Vietnamese Government to prepare all
necessary papers needed for new office license
5. Assists the office in complying with the local Government
requirements for NGOs in Vietnam
6. Maintains and update personnel files of all project staff and leave
record
7. Takes care of all logistic arrangements for office meetings, workshops
8. Ensures social/health procedures are well followed up and properly
updated in a timely manner
Please send your application letter, CV and related qualification to email
address: info-vietnam at aide-et-action.org no later than 30th July 2017.
Interested candidates who meet the required qualifications are invited to
interview at our office (No. 15, lane 46, Hao Nam st., Dong Da dist., Ha
Noi, Vietnam).
Only short-listed candidates will be contacted for tests/interviews.
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://ngocentre.org.vn/pipermail/opportunities/attachments/20170712/be876e49/attachment.html
-------------- next part --------------
A non-text attachment was scrubbed...
Name: Admin finance Officer JD for Vietnam July.docx
Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document
Size: 48081 bytes
Desc: not available
Url : http://ngocentre.org.vn/pipermail/opportunities/attachments/20170712/be876e49/attachment.bin
More information about the opportunities
mailing list