Program Administrative and Financial Assistant

Medical Committee Netherlands Vietnam (MCNV) is a Dutch NGO operating in the field of health in Vietnam since 1968. They are now looking for a Program Administrative and Financial Assistant to work in Hanoi Representative office.

Job summary: Assists Community Based Rehabilitation/ Inclusive Education (CBR/IE) program in the administrative and financial management of CBR/IE program
Reporting lines: Report directly to Finance and Human Resource Manager (FHRM) for finance and to Program Coordinator (PC) for administration tasks, finally responsible to the Country Representative. 

Tasks and Responsibilities:
Administrative tasks
1. Support in photocopying, sending and circulating mail, fax
2. Maintain program filling system and document store.
3. Contact for information concerning quotations, bank details, reports etc.
4. Arrange accommodation and transportation for team member, consultants, volunteers, visitors when needed
5. Provide translation and interpretation services in meetings, workshop, and   documents of CBR-IE programme including project proposals, work plan, ToR, contracts, correspondence mails, reports of consultant etc when need (from Vietnamese in to English and vice versa).
6. Support in arranging logistic (stationery, hand-out, training materials) for organisation of workshops, seminars, meetings, etc. of the office and CBR/IE team
7. Support PO and PC in writing the official letters to partners and stakeholder when needed.

Financial tasks
1. Contact project partners concerning financial matters (by email, letter, and phone).
2. Implement and keep clear and correct records of CBR/IE cash and bank settlement and prepare transaction reports at the end of the month
3. Check quarterly financial reports and supporting documents  of CBR/IE program and other projects
4. Check to ensure program expenditures spent according applied cost norm,  approved project plans and budget.
5. Manage program/project contracts, following SBC and SBE administration
6. Pay personal income tax monthly for CBR/IE staff and project consultants to Hanoi Taxation Office
7. Maintain accounting filing system
8. Input data 008 to Exact accounting software with support from the Program Financial Officer.
9. Prepare donor financial reports in their required formats based on data from Exact software with support from Program Financial Officer
10. Assist FHRM in annual audit
11. Join field trip with PO, PC to conduct the regular financial monitoring if needed.
12. Cooperate with office and project financial officers to monitor the accuracy and balance of program petty cash.
13. Perform other tasks as needed by the organization, as required and fitting with capacity

Qualifications and requirements
- University degree required, preferably in English and/or accounting and/or finance or a development oriented subject
- Fluent in English speaking and writing, listening and reading
- Ability to communicate effectively
- Carefulness, accuracy, honesty, enthusiasm and willingness to learn
- Organised, ability to work according to deadlines and instructions
- Motivated and able to work independently
- Demonstrated ability in team situations, sensitive to others, and an ability to provide support and positive timely contribution

Experience
Minimum 1 to 2 years related experience required. Experience with an NGO or development organization preferred.

To Apply:  Interested applicants please send CV and cover letter to: 
Medical Committee Netherlands - Vietnam, 1A-B5 Nam Thanh Cong, Dong Da, Hanoi
Email: [email protected] and [email protected]

Deadline for application: 5pm, November 30th, 2009