Heartbeat Vietnam Program Coordinator and Accounting Assitant

JOB DESCRIPTION

GENERAL RESPONSIBILITY:

This position supports the HBVN program with its component programs, including Family Grant, Continuing Care and HBVN’s Scholarship. He/she also takes care of the reception area, receives cash donations, takes care of donors as assigned by HBVN Director/Manager and supervises the volunteer team for HBVN and Grassroots Program events. He/she is the person in charge of accounting for the HBVN team.

RESPONSIBILITIES:

Program Coordinator of Heartbeat Vietnam

• Manage three component programs of Heartbeat Vietnam, including Family Grant, Continuing Care, and HBVN’s Scholarship, specifically:

1. Verifying the beneficiaries and contacting the family to process the grant timely and appropriately
2. Following up on the children’s health status
3. Updating the database timely
4. Processing cash advance, disbursing the grants, and preparing reports monthly
5. Filing the supporting documents appropriately and sufficiently;

• Prepare the biography of the beneficiaries and report to the donors (as assigned by the Manager/Director);
• Be on-time and well-ready for the reception, including receiving the phone call and transferring it to the appropriate person-in-charge; welcoming guests to the VCF office;
• Report directly to the Director/Manager when required for different kinds of reports: government report, internal report, public report on social media, donor report, etc.;
• Support HBVN Manager/Director with any other assigned tasks.

Accounting Assistant

• Ensure the accounting documents the completeness and reasonableness of accounting documents from the hospitals to comply with legal requirements and VCF’s internal requirements, specifically:

1. Receiving information and accounting documents from the hospital partners and the stakeholders;
2. Reviewing the provided information and documents to ensure the completeness and sufficiency of the invoices and supporting documents
3. Request the hospital partners and the stakeholders to correct the supporting documents (when needed)
4. Following-up the pending cases and invoices with the hospital partners and the stakeholders;

• Reconcile the payable amount with the finance department of the hospital partners and stakeholders;
• Prepare payment requests for the hospital partners and stakeholders to ensure the payments are proceeded on time;
• Cross-check the payments and inform hospital partners and stakeholders once VCF settles the payments;
• File the accounting supporting documents appropriately and sufficiently;
• Report Account Payable to the HBVN team & Director of Finance Services on monthly basis;
• Receive cash donations from the donors, deposit them to the bank and send the report to the finance department; proceed with the receipt/thank you letter when needed.

REQUIREMENT:

• Passion for and familiarity with the nonprofit sector and our mission
• Bachelor's Degree
• Minimum two years of working experience in accounting and project management
• Good working knowledge of Speaking/Reading/Writing both English and Vietnamese
• Proficiency in Windows, including MS Word, EXCEL, and PowerPoint
• Good at work management, time management, problem-solving skills and analyzing skills
• Planning skills: financial strategic planning and budget development
• Experience working with international NGOs is a plus
• Ability to work in a team and independently; willingness to put in extra work when needed for events and projects
• Travel may be required occasionally

HOW TO APPLY:

1. Candidates are required to submit their Curriculum Vitae and/or letter of introduction to [email protected] with the title [C&A23] - Full name (Vietnamese, if any).
2. Application Deadline: Sept 20, 2023.

NOTE: Due to the high volume of applications received, we will only contact qualified applicants who will be invited for further testing and/or interview. We appreciate your understanding.