Activity Fund Assistant

Job Description   

Project:    USAID Green Annamites Project
Position:    Activity Fund Assistant (Full Time)
Duty station:    Da Nang
Starting time:    February 2017

ECODIT is implementing the USAID-funded Green Annamites activity in Quang Nam and Thua Thien Hue provinces in central Vietnam. The purpose of the Green Annamites activity is to assist Vietnam’s transition to climate-smart, low emission, and resilient development that protects people, landscapes, and biodiversity in Vietnam’s priority forested provinces.

Activity design and implementation will be funded largely through an Activity Fund component, programmed and managed by ECODIT. The process of selection and management of grantees, subcontractors and consultants to implement activities under the Activity Fund is currently led by the Activity Fund Manager and supported by Activity Fund Officers.

The needed Activity Fund Assistant is recruited to work under the supervision of the Activity Fund Manager and supports the different processes of Activity Fund use and implementation across all tasks, with mainly focus on managing the grant awarded with frequently travels to oversight and provide supports to grantees.

The position is based in Da Nang, Vietnam, with required regular travel to field locations. Under the supervision of the Activity Fund Manager, the Activity Fund Assistant will work in close collaboration with the Activity Officers, Administration and Finance team, other project staff, partner organizations, subcontractors and grantees.

DUTIES & RESPONSIBILITIES

• Assist AF manager to develop Draft Requests for Application (RFAs), Requests for Quotes (RFQs) and other solicitations in line with the Project’s strategy, ECODIT policies and USAID rules and guidelines
• Ensure applications and proposals are reviewed in a timely manner and per established processes and procedures in the approved Activity Fund Manual
• Draft grant agreements, amendments and other contractual documents as assigned by the Activity Fund Manager, in compliance with USAID regulations and ECODIT standards
• Support the Activity Fund Manager in the financial and contractual management of the awards under the Activity Fund, specifically focusing on grant awards, from selection to closeout of the award
• Support the Activity Fund Manager in ensuring compliance with USAID rules and regulations; serve as a resource to the technical leads and their teams on applicable rules and regulations; work with grantees to ensure understanding of the terms and conditions of their agreements
• Assist with Pre-award Survey/Risk Assessments as assigned, compile all award supporting documentation for submission to USAID for approval as needed
• Review and coordinate approval of milestones and deliverables for payment requests from grantees.
• Facilitate AF other mechanism implementation when requested.
• Maintain the Activity Fund database and tracker, including records of awards issued, milestones and deliverables achieved and payments disbursed, and ensure that hard copy and electronic records are accurate, complete, up to date and in compliance with USAID regulations and ECODIT standards
• Work closely with the grantees and M&E Specialist to ensure on-time reports submitted as per award requirements
• Provide orientation for all stakeholders of the program about the financial regulations (cost norms, payment procedures, and other general financial regulations, program financial forms, etc.) when needed.
• Perform and support other tasks as requested by the Activity Fund Manager.

REQUIRED QUALIFICATIONS:

• University degree in Business Administration, Finance, Accounting, International Affairs or another relevant field.
• A minimum of one years of experience in procurement, grant and contract administration for development projects
• Previous experience in issuing and/or managing grants under USAID-funded projects strongly preferred
• Knowledge and experience with accounting procedures and principles desirable
• Skilled in MS office suite of products, and in particular MS Excel
• Good inter-personal, communication, and team work skills.
• Excellent written and verbal communication skills in English and Vietnamese; professional level competency in English required

HOW TO APPLY

Interested candidates should send application including:

• A cover letter
• Latest CV, and
• Three references.

By January 15th, 2018 to the following address: [email protected]

No phone contact please. Only shortlisted candidates will be contacted for interview.