Admin and Finance Assistant

Who are we?

Eye Care Foundation (ECF) is a Dutch non-profit, non-governmental organization working towards sustainable eye care programs in consultation with local partner
organizations. ECF's objective is to contribute to the prevention and treatment of curable blindness and visual impairment. ECF currently works in 7 countries and is based in Amsterdam.

ECF is seeking a suitable Vietnamese candidate to fill the position of Admin and Finance Assistant based at its field office in Ho Chi Minh City

What will you do?

The Admin and Finance Assistant ECF will take care of an adequate implementation and updating of the administration and financial administration within the ECF-Vietnam office and reports to the ECF country representative.

Main Duties:

1. Finance:

• Perform financial tasks of the office:
  
  • Process daily office-related payments, prepare cash disbursement vouchers, deposit and payment entries
  • Support in preparation of budgets for the office and projects
  • Prepare and submit financial reports monthly and quarterly
  • Prepare requests for installments from the Head Office
  • Process incoming bills and outgoing checks
  • Maintain financial files and records
  • Ensure the financial monitoring figures are regularly updated and accurate
  • Process Data Entry on Pluriform systems is performed ensuring consistency and accuracy of transactions with ECF standard chart of accounts and analysis codes
  • The cross-check is regularly updated and reconciled with the Pluriform systems data

• Assist in the financial management of all ECF supported projects in Vietnam
  
  • Assist the project officer in preparing budgets
  • Assist the project officer in financial planning and reporting
  • Check financial reports from the projects
  • Forward the financial reports to the Head Office
  • Perform controls in the financial administration of the projects

2. Administration:

• Day-to-day office management
  
  • Perform general administrative tasks to include but not limited to: translating, photocopying, faxing, filing, receiving and making phone calls, coordinating in- and outgoing mail
  • Maintain stock of office supplies

• Communication assistance
  
  • Maintain our country facebook page and website
  • Maintain and use the customer relations management system (database management)
  • Write short articles and portraits about the activities and their beneficiaries used for media

• Support activities contributing to the progress of the ECF supported projects
  
  • Participate in meetings on request of the Country Representative or Project Officer, for making of minutes
  • Assist in purchasing equipment and instruments including asking quotes from suppliers and distribution to project partners.
  • Coordinate the production of printed materials needed for the projects; manuals, workbooks, translated materials etc
  • Organize travel arrangements (international and domestic) for national and international visitors, including itineraries, visas, transportation, accommodation etc.
  • Organize logistics of workshops and trainings, including training material, transportation, accommodation etc.
  • Support the Country Representative and Project Officer administratively in all project related activities
  • When necessary travel within and/or outside Vietnam if required by the organization

Who are we looking for?

• Graduate in accounting, business administration, finance;
• At least 2 years of accounting experiences;
• Good administrative skills, systematic way of working and experience in organizing office documentation and materials;
• Ability to use computer software related to program administration; Microsoft office programs, notably Word, Excel, Power point;
• Ability to communicate effectively;
• Ability to work according to deadlines and instructions;
• Being motivated and able to work independently;
• Demonstrated ability in team situations, sensitive to others, and an ability to provide support and positive timely contribution;
• Carefulness, accuracy, honesty, enthusiasm and willingness to learn;

Duration of contract: 12 months with possible extension

Closing date: 16th September 2018 .

Please send (1) Application letter and (2) CV in English to Ms. Tran Phan Quy Ngan at [email protected]