Project Financial and Administrative Assistant

1. Background

The  USAID  Vietnam  Forests  and  Deltas  Program  (VFD)  was  awarded  to  Winrock International  by  the  United  States  Agency  for  International  Development  (USAID)  as  a Cooperative  Agreement  on  September  25,  2012.    Winrock  implements  the  program  in direct partnership with Vietnam’s Ministry of Agriculture and Rural Development (MARD) and through sub?awards with the American Red Cross (ARC), the Center for Sustainable Rural Development (SRD), SNV – Netherlands Development Organization (SNV), and the Vietnam Red Cross (VNRC). On December 24, 2013, the Minister of Agriculture and Rural Development approved the “Detailed Project Document” by the decision 3040/Q??BNN?HTQT that provided legal status for the program to begin implementation.

Vietnam Forests and Deltas will focus on two main areas: 

• Support adoption of land?use practices that slow, stop, and reverse emissions from deforestation and degradation of forests and other landscapes, and 
• Increase  resilience  of  people,  places,  and  livelihoods  in  delta  areas  through assistance on adaptation and disaster risk management.

2. Nature of work

The Full Time Project Financial and Administrative Assistant will perform a supportive role  in  covering  Administrative/  Logistic/  Accounting  support  and  based  in  Nam  Dinh  VFD Provincial office.

Supervisor:  The  Project  Financial  and  Administrative  Assistant  will  report  to  Provincial Coordinator and with dotting line to Finance and Operations Director.

3. Major tasks and activities

This position involves frequent travel in Province and to outside provinces that belong to project. He/she will be handling the following tasks:

• Prepare  all  the  petty  cash  payments  in  the  field  office  and  coordinate  with accountant in Hanoi to make the payments for vendors. Review vendor invoices for accuracy  and  completeness  in  order  to  ensure  compliance  before  making payment/reimbursement. 

• Make sure the accuracy and that all the payment are in compliance with cost norm, regulation and policies of Winrock International and USAID.

• Timely submit petty cash report on monthly basic to Hanoi office.

• Assist  other  partners  and  Government  in  making  the  payment  and  work  across several sources of budgets. 

• Act as phone operator and welcome guests to the office

• Recording  messages  and  ensuring  that  these  messages  are  transferred  to  those concerned

• Being  responsible  for  all  incoming  correspondence,  ensuring  timeliness  and efficiency:
  
  • Receive  receiving  correspondences,  making  copies  for  incoming correspondence file and for concerned staff members;
  • Ensure that these correspondence are promptly delivered to those concerned, and keeping proper records of these correspondences;

• Being responsible for all outgoing correspondence:
  
  • Assigning the reference number
  • Label the addresses, making a copy for outgoing file
  • Ensure that all express mails are promptly sent out;

• Make the photocopy all field office payments request and submit the original copies to  Hanoi  office.  Be  responsible  for  managing,  archiving  all  office  files  and documentation (both hard and electronic copies).

• Maintain and update the inventory list and coordinate with Hanoi office accountant to do the inventory check on semiannual basic.

• Keep  track  the  stock  of  field  office  supplies  and  stationary  and  replenishment  it when needed.

• Responsible  for  domestic  travel  arrangements  for  project  staffs  and  consultants (air?tickets,  lodging,  transportation,  workshops/conferences,  organization  of program events and operational activities of the field office) when be required.

• Do travel in Provinces and other project provinces when it is required. 

• Update  telephone contact  and contact address of Provincial VFD staff, partners, Provincial government organizations, suppliers and other institutions with whom VFD has contacts or working relationship with on a regular basis; 

• Management of the field office petty cash.

• Assist Hanoi office to purchase and maintain office equipment and supplies at field office  with  appropriate  services  and  vendors  in  accordance  with  procurement's policy & procedures whenever required.

• Carry out others tasks that may be required by the COP, DCOP and F&O Director from time to time to ensure smooth running of the field office and the project.  

4. Skills/Knowledge required

• Bachelor’s Degree in Accounting, administration or other relevant field.
• At  least  3  years  of  professional  experience  in  administrative  and  management  is required; previous working experience with International Organizations is strongly
• preferred. 
• Experience on other international development projects, especially USAID?funded projects, is highly desirable.
• Fluency in both written and spoken English required.
• A good command of financial and other computer applications such as MS Word, Excel,  and Access, as well as a working knowledge of the internet and email.
• having good team work; open and cooperative manner.

5. Contract duration

• The  contract  will  be  for  one  and  half  year  with  the  possibility  of  extension  that depends on performance and program duration.

6. Applications

Interested candidates with the right qualifications and motivation are invited to send letter  of  interest,  a  full  CV  in  English  and  three  references  to  the  following  email  address: [email protected]  with  subject  line  of  “Application  for  the  position  of  Project Financial and Administrative Assistant in Nam Dinh ” no later than 5 p.m on May 16 th , 2016. 

Only shortlisted candidates will be contacted for interview.