Office Administrative and Financial Assistant

Winrock International is a nonprofit organization that works with people in the United States and around the world to increase economic opportunity, sustain natural resources, and protect the environment.
Winrock has been awarded a MacArthur Foundation grant to implement the Greater Annamites Sustainable Finance (GASF) Project. The goal of the Greater Annamites Sustainable Finance Project is to develop sustainable finance mechanisms to support biodiversity in the Greater Annamites and Greater Mekong Subregion (GMS). Under the project, two pilot sites will be established to secure environmental services agreements over large areas of the Eastern Plains Dry Forest in Cambodia and in the Central Truong Son Landscape in Vietnam.
Winrock International is currently recruiting a Hanoi-based Office Administrative and Financial Assistant (OAFA) for the GASF Project. The Office Administrative and Financial Assistant will work in close collaboration with Winrock’s team in Ho Chi Minh City (implementing the Asia Regional Biodiversity Conservation Program – ARBCP) and Winrock’s headquarter staff in the United States.

POSITION TITLE: Office Administrative and Financial Assistant (OAFA)

Position description
Office Administrative and Financial Assistant will be responsible for general secretarial and administrative duties of the Hanoi office, routine clerical and logistical support, travel arrangements, expense reports, office accounting, and other tasks as needed and directed by the Program Manager and other staff. The OAFA reports to the GASF Program Manager and will coordinate activities with the ARBCP staff in Vietnam.

Duties and responsibilities:
1. Support the Program Manager with travel arrangements, expense reports, planning and logistics, etc. as necessary.
2. Maintain the project’s financial integrity by directing all financial practices, records and reporting. Ensure financial reporting is carried out efficiently and in accordance with donor regulations, and Winrock’s policies and procedures and requirements. Ensure adherence to local law as regarding contracts, payments, taxes and local reporting requirements.
3. Conduct monthly financial report compilation for the Hanoi office and review expenditure backup documentation, and work with the ARBCP Finance and Administration (F&A) Manager to coordinate monthly project accounting – following donor policies and Winrock HQ regulations.
4. Maintain accounting policies and procedures in accordance with Generally Accepted Accounting Principles (GAAP) and Winrock procedures for all budgeting, accounting, sub-granting, sub-contracting, and procurement functions including: field expense reporting, accounts payable, wire transfer requests, and bank account reconciliation, internal controls, and reporting – both internal and external.
5. Oversee commodity and non-expendable procurements to ensure compliance with Winrock and government regulations.
6. Coordinate with the ARBCP office staff in terms of travel arrangements, travel calendar, event planning, etc.
7. Organize logistics for office staff, including visitors from the Hanoi office and Winrock’s HQ office.
8. Organize workshops and training events as needed (including all logistics and travel, lodging, payment, etc.)
9. Maintain and supervise project administrative systems, including human resource management procedures, logistics, vehicle rental, to ensure conformity with Winrock policies and with national laws.
10. Greet guests to the Hanoi office and handle incoming telephone calls.
11. Provide additional office support as directed by the Program Manager.
12. Perform other related duties as required.

Position location: Hanoi, Vietnam
Knowledge, skills and abilities:
1. At least 5 years of experience in accounting and office management.
2. Advanced computer knowledge, including Internet, email, and software like Word, Excel, and basic accounting software.
3. Good analytical and problem-solving skills.
4. Knowledge of principles and practices of running an office, including organizing and planning meetings, managing records, conducting research and conducting general administrative tasks.
5. Ability to communicate effectively both verbally and in writing with staff, employees and the public in English and Vietnamese.
6. Ability to operate standard office equipment including but not limited to computers, printers, calculators and facsimile machines.
7. Ability to follow oral and written instructions; and.
8. Ability to work well in a team setting.

Annual salaries will be commensurate with qualifications and experience.
Applicants should send current resume and cover letter by November 20th, 2009 to: [email protected] and
[email protected] Please indicate in your letter (in English) the position of applying and why you are interested in the position.
Only short-listed candidates will be contacted.

Job Details
Organisation Name: 
Winrock International
Ha Noi
Application Deadline: 
Fri, 2009-11-20