Administrative/ Finance Officer

JOB DESCRIPTION

Administrative/ Finance Officer

Through many projects, Planète Enfants & Développement works with families, local organizations and public authorities to offer extremely vulnerable children an environment that is favorable to their development, their well-being, their safety and their dignity. http://planete-eed.org/en/home/

MISSION

The Admin/Finance Officer is under the immediate supervision of the Country Representative and work in close collaboration with the Project Manager and Regional Finance Manager based in Cambodia office.

The Admin/Finance Officer is responsible for providing administrative, financial and logistic services in order to ensure an effective, efficient and accurate management of the project.

GENERAL INFORMATION

Duty station: HCMC – requires frequent travels to the areas of intervention

Supervisors: Country Representative

Type of contract: Full time

REQUIREMENT

The Admin/Finance Officer ensures the integrity and confidentiality of all information.

He/she ensures a strict adherence to the International Child Rights Convention at all times.

RESPONSIBILITIES

1. Finance and budget management

  • Implement financial procedures in line with organisational requirements and deadlines;
  • Check all receipts for inclusion into the PE&D accounting system and prepare them for forwarding to Headquarters on a monthly basis;
  • Make timely and accurate recording of all financial transactions in line with organisational and donor requirements and deadlines;
  • Produce accurate financial reports to specific deadlines and procedures;
  • Ensure accurate monthly budget follow-ups;
  • Draft accurate and timely monthly, quarterly and annual budget request to Headquarters, which area based on information received by the Project Manager and reviewed by the Country Representative;
  • Manage the office petty cash account and the accounts in commercial banks according to PE&D guidelines to ensure sufficient funds are always available depending on the programme needs;
  • Manage all financial transactions and advance made to PE&D staff and consultants based on approved monthly project forecasts;
  • Maintain a filling system for all financial documents;
  • Ensure the confidentiality and security of all financial and employee files;
  • Complete payroll functions in order to ensure staff are paid in an accurate and timely manner;
  • Participate in the preparation of the annual budget to be submitted to HQ;
  • Support the Country Representative in elaborating budgets presented with new project proposals;
  • Manage and reconcile of the bank and cash accounts.

2. Administration and logistic

  • Support the Country Representative for all tasks related to human resources (job announcements, contracts, internal regulations, etc...). Draft all staff contracts and initiate the timely updating of these contracts;
  • Support the staff recruitment process in placing vacancy announcements in local newspapers and circulate inside other organizations;
  • Follow the communication with Vietnamese authorities regarding the office authorization;
  • Initiate and oversee the necessary procedures to obtain visas for expatriate staff, international consultants, visitors and Headquarters staff;
  • Support the writing of official communication to outside partners;
  • Organize and control the purchasing and supply procedures (quotations, negotiation with suppliers, etc.);
  • Responsible for travel and accommodation booking upon request;
  • Be in charge of the office communication (email, postal mail, telephone operator, receiving guests etc.);
  • Manage the procurement and maintenance of office premises and equipment, including IT (maintain inventory; files; monitor and order office supplies...);
  • Procure and ensure the adequate supply of office supplies;
  • Be responsible for all the office and parking rental contracts and relations with landlords;
  • Manage all office and vehicle insurances;
  • Responsible for supervising staff in charge of offices maintenance.

3. Other

  • Perform any specific yearly work objectives/assignments as discussed with the Country Representative;
  • Participate in team meetings;
  • Perform other related duties as required.

REQUIRED KNOWLEDGE AND SKILLS

  • Strong financial/administrative and analytical skills;
  • Excellent communication skills (interpersonal, written, oral/presentation) for internal and external reporting on organization/program financial performance;
  • Ability to present complex financial details to non-financial staff;
  • Integrity to keep sensitive information secure, dynamism;
  • High degree of professionalism;
  • Strong organization and time management skills;
  • Experience with main international donors would be an asset;
  • English and/or French skills (oral and written);
  • Excellent computer skills (word and excel; Accounting software Saga would be a great plus);

Please send CV within 3 pages including contact of three referees and a covering letter in English to: [email protected]; [email protected]; and cc [email protected]

The closing date for application is 5 pm on 19 July 2019, priority for the early application.

Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned.

Job Details
Organisation Name: 
PE&D
Location: 
Ho Chi Minh
Application Deadline: 
Fri, 2019-07-19