Field Finance and Operations Manager

TERMS OF REFERENCE

TITLE: Field Finance and Operations Manager
PROGRAMS: Trial Advocacy Program, Combatting Trafficking in Persons, Disrupting Money Laundering Through Gambling Vietnam
REPORTS TO: Head of Office based in Hanoi, ABA ROLI’s Headquarter program and finance teams based in Washington DC.
PROGRAM LOCATION: Hanoi, Vietnam
EXPECTED DURATION: 2 Years with possible extension

ABA Rule of Law Initiative (ABA ROLI) is a non-profit program that implements legal reform programs in roughly 40 countries around the world. ABA ROLI has nearly 400 professional staff working internationally. ABA ROLI’s partners include judges, lawyers, bar associations, law schools, court administrators, legislatures, ministries of justice and a wide array of civil society organizations.

JOB DESCRIPTION

The American Bar Association Rule of Law Initiative (ABA ROLI) works in countries around the world on an array of rule of law and legal reform programs. ABA ROLI seeks a full-time Field Finance and Operations Manager (FFOM) to oversee the financial and administrative operations in our office based in Hanoi, Vietnam. Under the supervision of ABA ROLI’s Head of Office in Vietnam, the FFOM will also work with ABA ROLI program and finance teams based out of ABA ROLI’s Headquarters in Washington, D.C. to provide financial management of the field office and all programs in the assigned portfolio. The FFOM will work closely with the Program Directors to ensure compliance with donor and ABA ROLI policies and procedures. The FFOM also works to oversee personnel management and ensure compliance with local laws.

The FFOM will work in a small team on programs to advance the rule of law in partnership with legal institutions in Vietnam, for example, training lawyers providing free legal services to victims of human trafficking, strengthening Anti-Money Laundering regulation and controls in the casino sector in South East Asia, and developing criminal trial advocacy skills of lawyers, prosecutors, and judges.

The initial contract duration is expected to be for approximately 2 years, with potential for extension, and is currently anticipated to commence in June or July of 2021.

Deadline for application: 21 May 2021

RESPONSIBILITIES

The duties of this post include, but are not limited to, the following:

• Managing office funds, including bank accounts and petty cash;
• Preparing detailed monthly expense reports in English, using QuickBooks software;
• Maintain the office cash and bank accounts, conducting monthly bank and cash reconciliations;
• Preparing monthly office cash forecasts;
• Calculate and analyze staff payroll and local tax commitments for ABA ROLI headquarters analysis;
• Monitoring program spending for the duration of each grant;
• Ensuring timely payment to vendors in compliance with ABA ROLI policies and procedures and Vietnamese relevant laws;
• Maintaining office financial and operational policies, including security policies in collaboration with ABA ROLI’s field office and Washington-based security staff;
• Working with local field-based staff on financial management and compliance, including training staff on ABA ROLI policies and procedures;
• Overseeing the drafting, executing, and managing of contracts for staff, consultants, and vendors; as well as maintenance of resident staff timesheets, tracking of leave time;
• Prepare and manage all types of financial reporting, including but not limited to quarterly reports, project financial reports, statement of accounts and financial audit as requested;
• Provide analysis and advice on the reports and best practices to support the Program Managers and the Program Directors to deliver required outcomes in an effective manner;
• Undertake procurement in accordance with ABA ROLI policies;
• Safeguard ABA ROLI assets through effective monitoring and management;
• Establish and maintain collaborations and relationships with ABA ROLI’s counterparts and vendors in Vietnam to ensure ABA ROLI financial policies and procedures are understood, strictly followed and applied where relevant;
• Oversee office logistics and supplies;
• Lead office operations to ensure an effective and pleasant office environment with appropriate governance and best practice in line with ABA ROLI’s requirements;
• Understand the changing operational and financial regulations and keep team informed;
• Provide support on logistical arrangements for program activities;
• Collaborate with ABA ROLI headquarters and local authorities to ensure that finance and operations are compliant with local laws and regulations;
• Other related duties as required.

QUALIFICATIONS

Education

• Master’s or equivalent advanced degree in accounting, management & administration, commerce or finance;

Work experience

• At least five years of senior financial management experience within an international non-governmental organization (INGO) or multilateral institution;
• Experience working with US government-funded projects, including familiarity with OMB Circular financial regulations;

Management experience

• Experience working within a team composed of multi-disciplinary teams (financial and programmatic staff);
• Experience in human resource management and/or office administration;

Core competencies

• Demonstrated ability to work effectively within a team and individually;
• Ability to multitask across a number of different grants and be guided by multiple Program Directors in a matrix office environment;
• Familiarity with Vietnam government filing requirements;
• Ability to travel within Vietnam;
• High degree of organization, professionalism, integrity, trustworthiness and flexibility;
• Ability to use discretion when working with confidential documents and information;
• Ability to operate efficiently while juggling multiple priorities;

Languages

• Strong written and oral communication skills and the ability to communicate effectively in English;
• Fluency in Vietnamese and English;

IT Skills

• Advanced skills in QuickBooks, Excel, and Word.

APPLICATION SUBMISSION

Please submit a cover letter and your CV to [email protected]