Junior Finance and Admin Assistant

Location: Hanoi

Application Deadline: 15/7/2013

Type of Contract: Employment contract / Fulltime

Post Level: Assistant

Languages Required: English

Starting Date: 1/8/2013

Request for job:

To support Paz y Desarrollo Finance and Admin department in the implementation of the program “Regional program for the promotion of political participation and Economic empowerment with gender perspective in Bangladesh, Cambodia, Philippines, Timor Leste, and Vietnam” in Vietnam.

Background

Paz y Desarrollo (PyD) is a Spanish international independent nonprofit organization with neither religious nor political affiliation, founded in the year 1991 in Córdoba (Spain).

Paz y Desarrollo established a Regional Office in Phnom Penh, Cambodia, in 2009 to coordinate and support the work carried out by all its Country Offices in Asia: Bangladesh, Cambodia, Philippines, Timor Leste and Vietnam.

In the case of Vietnam, Paz y Desarrollo started to work in 9/2010, with the implementation of the “Regional program for the promotion of political participation with gender equity in Bangladesh, Cambodia, Philippines, Timor Leste, and Vietnam”, funded by the Spanish Agency of International Development Cooperation (AECID). The partner/s of PyD in Vietnam is MOLISA, Quang Nam DOLISA, Danang DOET, Quang Nam and Danang WU…

This program follows three interconnected approaches: human rights based approach; result based management approach as well as a comprehensive gender approach in all its actions.

In order to develop the right carrying out process, as well as, to be able to achieve the specific objectives of the program in Vietnam, PyD requires the services of a Junior Finance and Admin assistant.

He/she will be under the overall guidance of the Country Representative in Vietnam, as well as the finance and admin staff working at the Hanoi Office.

Duties and Responsibilities

Duties and responsibilities aim to support the team members working at country level. In particular, she/he will be responsible for:

Provide office support services in order to ensure efficiency and effectiveness within the office

- Receive, direct and relay telephone messages,  fax messages and all general correspondence
- Maintain the general filing system and file all correspondence
- Assist in the planning and preparation of meetings, conferences and conference telephone calls
- Make preparations for Management and/or other meetings
- Maintain an adequate inventory of office supplies
- Respond to public inquiries
- Provide word-processing and secretarial support
- Annual leave record
- Manage overall relationship with Paccom and other relevant authorities about visa, work permits for expat staffs in PyD VN and others

Perform clerical duties in order to maintain administration

- Monitor the use of IT, supplies and equipment
- Coordinate the repair and maintenance of office equipment

Performs receptionist functions

- Answer all incoming calls and handle caller’s inquiries whenever possible
- Re-direct calls as appropriate and take adequate messages when required
- Greet, assist and/or direct donors, visitors and the general public

Support the Office Manager and Finance team

- Assist the Office Manager and other staff as requested
- Provide administrative services for the Office Manager
- Assist in preparing tax contribution, social insurance contribution and salary calculation
- Be in charge of health check and health insurance for staffs
- Support in preparing financial reports

Required Skills and Experience

Education:

- University Degree in Accounting, administration or Social Science.

Experience:

- Experience in with projects funded by AECID is a plus.
- Ability to work effectively as a team member and with minimum supervision
- HR, local Law and Tax knowledge
- Bachelor degree in Finance, Business administration, Law

Skills:

- Ability to establish effective working relationships
- Ability to work independently and to maintain flexibility in working hours. Punctual.
- Stress and time management skills, can work under pressure.
- Well-developed work ethics.
- Good computer skills on excel, word and email application
- Good interpersonal and communication skills
- Good English writing and speaking skills

Working conditions

A 5 month contract which is extendable depending on satisfactory performance.

The employee will be entitled to twenty-two (22) days of vacation leave with pay or proportion thereof for one year of service. PyD will have the right to determine 11 days when the employee may avail of her vacation leave. Entitlement to vacation leave shall only start after the probationary period. If the employee does not avail of her/his vacation leave, on the days determined by PyD, s/he will not be entitled to additional payments, over and above the agreed salaries, as herein provided, for the vacation leaves, which s/he did not avail of. Unless otherwise specified, PyD will observe the same public holidays as those prescribed by the Vietnam Government.

The working hours of the employee will be THIRTY SEVEN HOURS AND THIRTY MINUTES (37.5 hours) a week and the number of hours worked by the employee can not be exceeded 8 hours per day. Office hours are from 8:00 to 12:00 and from 13:30 to 17:00 from Monday to Saturday.
Submission of applications

Interested persons shall submit a updated curriculum vitae and a cover letter to

Paz y Desarrollo: [email protected]

Closing time for applications is on 15th, July 2013.

Notice: There is no application, processing or other fee at any stage of the application process.