Temporary Grants Officer/Accountant

THE ASIA FOUNDATION

Position Description

TITLE:           TemporaryGrants Officer/Accountant          UNIT: Vietnam field office

REPORTS TO:         Finance and                                     SUPERVISES: N/A
                              Administration Manager                                   

Contract: 10 months (starting from June 2022)                               

SUMMARY OF JOB RESPONSIBILITES

The Temporary Grants Officer/Accountant assists the Finance and Administration Manager with accounting and grant administration. This Grants Officer/Accountant will use Quickbooks to manage office accounts and other accounting related work; handle grants administration functions; and provide accounting training for The Asia Foundation sub-awardees.

RELATIONSHIPS

Internal:

Daily contact with finance and administrative staff regarding budget and expenditures; regular contact with program managers and program officers regarding sub-awardees.

External:

Weekly contact with Shinhan Bank regarding scheduled funds transfers.

REQUIREMENTS

Experience:

Minimum four years of experience in accounting in a multinational organization. Experience using Quickbooks, Quicken, Peachtree, or other accounting software and experience training NGO finance and accounting staff are desired.

Education:

University degree in a relevant subject.

Other:

Excellent verbal and written communicaton skills in both English and Vietnamese. Computer proficiency in word processing, spreadsheets, and database management.  Experience using SharePoint and communications tools like Teams and Zoom are desired. The ideal candidate will be detail oriented and careful.

JOB FUNCTIONS

Under the supervision of the Finance and Administration Manager

Accounting

  • Responsible for all disbursements, deposits, and transfers of funds, ensuring that all transactions are supported by adequate documentation.
  • Prepare payment vouchers for the above expenses for the review by Finance & Administration Manager, before final approval by Country Representative/Deputy Country Representative.
  • Maintain and operate Quickbooks accounting system and send weekly transaction to home office with final review and approval by Finance and Administration Manager.
  • Prepare cash advance requested by staff.
  • Monitor bank accounts and prepare weekly cash requirement report.
  • Handle payment of monthly utilities bills and bi-annual rentals for office and residential houses.
  • Review travel expenses reports and assist staff in completing travel expense report forms.
  • Every two-weeks, prepare ‘Petty Cash Count’ and ready to answer for any incurred difference to Finance and Administration Manager
  • Maintain files of payment vouchers.
  • Maintain inventories of The Asia Foundation and sub-awardees’ assets.
  • Keep track of personal international calls and personal use of office vehicle for reimbursement by staff.

Grants and Compliance

  • Together with Finance and Administration Manager, conduct initial and mid-term assessments) of sub-awardees,
  • Conduct site visits with Finance and Administration Manager, wherever possible, as a part of grant monitoring measures.
  • Maintain permanent files for sub-awardees, ensure the proper timely updates for the files.
  • Assist Program Officers and the Finance and Administration Manager in budget development for L/G, review final version of L/G, L/C by Program Officers before submitting to the Country Representative/Deputy Country Representative.
  • Work with the Finance and Administration Manager to ensure the flow-downs of donors’ compliance requirements are incorporated into L/G and L/C for sub-awardees and subcontractors.
  • Prepare internal form (TAF280) for project task numbers assigned by the Finance and Administration Manager as well as for subtask numbers of new grants.
  • Review Project Reports in CostPoint on a monthly basis and report to Finance and Administration Manager on issues relates to grant expenditures vs budget availability
  • Maintain the grant database systems and monitors report due dates in SMS.
  • Ensure timely receipt of reports from sub-awardees and the completion of grant monitoring forms (TAF-209s) by program staff.
  • Review financial reports (TAF-209s) and counterpart contribution reports prepared by sub-awardees. Check expenses to compare against budgets and ensure that sub-awardees have complied with The Asia Foundation regulations.
  • Manage grant files for grant administration purposes.
  • Assist program managers and program officers as they help sub-awardees to implement adequate accounting functions.
  • Train sub-awardees on basic accounting and preparing financial reports as necessary.

Other

  • Assist in preparing bi-annual and annual reports to VUFO
  • Maintain all voucher and grant files of the office
  • Other duties as assigned.

Interested candidates should send a cover letter outlining their interest in the position along with a CV to Mr. Filip Graovac at [email protected] or via fax at (24) 3943-3257. Further details of our programs are available at:

http://www.asiafoundation.org/country/overview/vietnam

Deadline for submission: May 20, 2022

 

Job Details
Organisation Name: 
TAF
Location: 
Hanoi
Application Deadline: 
Fri, 2022-05-20