Administration Officer

CIAI is an Italian non-profit organization founded in 1968 which aims at defending the rights of children, wherever they may be born, and promoting the recognition of the child as a person and protecting its fundamental rights to life, to health, to a family, to education, to play and to innocence (

CIAI is present in Vietnam since 1993 and it is planning to extend its activities in the country trough the implementation of development projects.

To support the CIAI Country Representative in the administration of  Hanoi Office.

Description :
The Administrator will be in charge of the accountability of the office and of the specific projects CIA is implementing. The administrator will respond directly to the Country Representative.

The main tasks of the Administrator will be:

For CIAI’s office activities
1. A monthly review of all vouchers and accountancy file for office expenditures, assuring compliance with CIAI administrative procedures;
2. A monthly update of the office budget implementation status;
3. A weekly verification of the cash balance, certified by the country representative
4. Monthly payments of all expenditures related to the office (consultants honoraries, bills, office rent, etc…)
5. Daily updating of the mail and communication registers
6. Assure the stationery items necessary for the office functioning
7. Yearly up date of inventories
8. Handling of day to day accounts.
9. Assist in formulation of contracts for staff and consultants.
10. Logistics such as assist in organizing meetings, workshops, travel documents etc.
11. Collect, summarize and file financial monthly reports from field officers and prepares the reports for submitting in the appropriate format to HQ in Italy periodically.
12. Develop and compile monthly financial accounts in CIAI accountancy program (Gnucash)

For CIAI’s projects
13. A monthly review of all vouchers and expenditure supporting documents sent by CIAI’s implementing partners for the justification of the expenses relative to their respective projects;
14. Assure compliance with CIAI administrative procedures;
15. A monthly review of the accountancy files sent by CIAI’s implementing partners, relative to the documents described at point 1. The Administration officer will check the conformity of such files with CIAI standards and requirements;
16. A monthly update of the implementation status of the budget of every project;
17. Assist the project managers with budgeting and financial reporting using established formats.
18. Assist with communication with partners and other stakeholders.

- Any other duty as may be requested by Country Representative

Field work
The Administration Officer will perform field visits to the locations where CIAI and its partners are implementing the activities, based on specific needs and however only after explicit agreement from the country representative. 

Place: Hanoi
Working hours: 40 hours per week 

Duration: 12 months, 3 months probation period. Possibility to extend in function of available resources.
Salary: 200 EURO net per month + gasoline and telephone reimbursement. 

- Degree in administration or related fields
- Almost two years of proved experience in administration, preferably working for NGOs
- Computer proficiency; Microsoft office package and double entry bookkeeping systems
- Proficiency in English.
- Knowledge of Italian is an asset
- Detail oriented.
- Excellent interpersonal skills.
- Ability to multitask efficiently.

Documents to send: CV with photo and cover letter, photocopy of educational qualifications, almost one reference.

The applications can be sent to: Ms.Qu?n Th? Ph??ng Liên , CIAI Project Officer
[email protected]
Deadline for applications:  November 20, 2011 at 18:00

The post is reserved only for citizens of Vietnam.
Female candidates are strongly encouraged.

Job Details
Organisation Name: 
Ha Noi
Application Deadline: 
Sun, 2011-11-20