Administrative and Finance Officer (AFO)

Title: Administrative and Finance Officer (AFO) – for Vietnamese nationals

  

1. BACKGROUND

 

The VIE/301 – Climate Adaptation and Resilience Project (GCF project code: SAP040) aims to catalyze investments in climate change adaptation through several key initiatives. This includes enhancing the province’s Early Warning System (EWS) and supporting locally-led adaptation efforts by mainstreaming climate considerations into development planning, monitoring, ecosystem-based adaptation (EBA), and climate-resilient agricultural practices. The project will be structured around the following components:

• Component 1: Strengthening the institutional framework to support risk-based decision-making, climate change adaptation planning, investment, and monitoring.
• Component 2: Enhancing the resilience of ecosystems and the livelihoods of local men and women.
• Component 3: Scaling up climate-resilient practices and financial mechanisms. 

 

2. OBJECTIVES 

 

The AFO is to support the SAFO with the execution of daily duties in the project. As such, the AFO is responsible for

• Administration;
• Finance;
• Acquisition;
• Human Resources.

 

3. MAIN RESPONSIBILITIES 

 

Under the supervision of SAFO:

3.1           Administration:

• Manage and maintain an organized and up-to-date office filing and correspondence system (both hard and soft copies) to ensure efficiency and compliance with LuxDev standards.
• Track, update, and manage project inventories, supplies, and assets, ensuring proper maintenance, insurance arrangements, and adherence to LuxDev procedures.
• Coordinate and assist in organizing project events, workshops, meetings, and field visits, including venue setup, invitations, travel/accommodation arrangements, equipment hire, and payment processing for suppliers and participants.
• Provide logistical support for project activities, such as managing travel arrangements, visas, ODA certification, work permits, and other legal documents for expatriates and missions.
• Order and manage office stationery and consumables, oversee the repair and maintenance of office equipment and vehicles, and ensure smooth operation of communication systems (phone/fax/internet).
• Interpretation and translation, upon request.

3.2           Finance:

• Prepare commitment requests, advance requests, and payment requests for submission to the SAFO for verification.
• Ensure that supporting documentation for all transactions aligned with accounting standards, relevant budget lines, substantiated for audit readiness and accurately filed (digital and original copies)
• Enter all project transactions in Alphabase system.
• Handle cash management process, cash advances, payments and receipts, etc;
• Prepare monthly bank/cash reconciliation;
• Assist in preparation of financial reports required by the project management.
• Follow-up and keep record of project VAT to deal with Tax Department on VAT declarations and reimbursements;
• Follow-up and process the personal income tax of staff and consultants withholdings, payment and issuance of PIT invoice.
• Follow-up on social and health insurance reports and payments of local staff
• Assist internal and external audits and follow-up on auditor recommendations.

3.3           Acquisition:

• Process procurements under Category C;
• Assist SAFO to prepare tender plans;
• Assist SAFO and Technical Advisers in drafting ToRs, cost calculations, tender dossiers and submit to ROFVTE in a timely manner;
• Assist SAFO in preparation of Tender Approval Dossiers for national counterpart and ROFVTE/LDHQ approval/validation/authorization;
• Receive tender documents on behalf of the Project, and follow up and monitor on the list of tender submissions;
• Participate in tender openings;
• Assist SAFO in preparing the tender opening minutes;
• Assist SAFO in monitoring of the reports and contract implementation;
• Check invoices and supporting documents before submission to CTA/ROFVTE for approval
• Check compliance of final acceptances/payment procedures;
• Ensure security of hard copy filing and bi-weekly back-up of soft copy of all documents relating to procurement.

3.4           Human Resource:

• Arrange advertising of vacancies;
• Manage and follow-up attendance sheets, leave application/records of the Project staff.

3.5           Other duties

• Any other duty assigned by the

A detailed job description can be obtained upon request to the email address: [email protected]   

 

4. SKILLS REQUIRED FOR THE JOB

 

Education 

• Bachelor degree in Accounting, Banking/Finance, Economics and/or Business Administration.

• Professional certifications such as CPA (Certified Public Accountant) or CMA (Certified Management Accountant) is an advantage. 

Experience

• At least 10 year-experience in office/project administration – finance/accounting field;
• Demonstrated experience in donor project finance and administration.
• Very good English in speaking, reading, and writing;

Skills and attributes:

• A good knowledge of generally accepted international accounting principles and their application to development project and donor’s organizations.
• Competence in using accounting softwares
• Advanced skills of Msword, Powerpoint, Canva and Microsoft Excel, including but not limited to formula creation, Pivot tables for data analysis and reporting, data visualization tools such as charts and graphs or macros for automating tasks.
• Strong analytical skills and meticulous attention to detail to ensure accuracy in financial transactions and reporting
• Ability to organise work in order to meet deadlines and ensure quality standards.
• Strong team player, able to communicate with colleagues to maintain and promote a positive working environment with a variety of partners from diverse backgrounds.
• Strong written and verbal communication skills to convey complex administrative and financial information clearly and concisely in English and Vietnamese. 

 

5. CONDITIONS: 

 

• Location: Project VIE/301 in Hue city, Vietnam 
• Nature of the position: full-time position; 
• Duration: 1 year, (renewable); pending final approval of all donors for contracting
• Salary will be determined based on the successful candidate’s experience and qualifications, as well as the availability of the project budget.

 

6. HOW TO APPLY: 

• Applications can only be submitted via the LuxDev careers website at https://careers.luxdev.lu/job-invite/1850/.  Applications must consist of 1) curriculum vitae (including contact details of two referees), and 2) a motivation letter. Only applications received via the LuxDev careers website will be considered.  

 

Deadline: 30 April 2025