[opportunities] Vacancy - Admin/Finance Manager for Helen Keller International (HKI)

[Pham Kim Ngoc]

Dear Ms. Ngan/Ha,

Would you please post the attached advertisement to NGORC's network lists
and website.

Appreciated very much,

Best regards,

Ngoc


TERMS OF REFERENCE


 


JOB TITLE


Full time Administrative/Finance Manager

Period:                        One year contract from 1 March 2014 to 28
February 2015

Report directly to:     Country Representative, Vietnam

Duty station:              Hanoi, with approximately 20% of travel time
in-country and in the region

 

Helen Keller International (HKI) is an international non-governmental
organization. Its mission is to save the sight and lives of the most
vulnerable and disadvantaged by combating the causes and consequences of
blindness and malnutrition. We do this by establishing programs based on
evidence and research in eye health and nutrition. We are currently seeking
a one-year replacement for our Administrative/ Finance Manager who will take
maternity leave from March 2014.

NATURE OF WORK:

 

The Administrative/ Finance Manager will perform a management role in
covering operation needs of the office and projects in Vietnam. This is
primarily a financial & account position requiring the management of the
financial & account components of the HKIVN programs/ projects in close
co-operation with HQ, Regional Office, Country Representative, program
staff, local partners and other members of the HKIVN team. He/ She will be
responsible for the overall administration and human resource management of
the HKIVN office as well as program/project support to other team members. 

 

1.      FINANCE & ACCOUNT:

 

Maximizing program financial & accounting performance:

.         Develop & monitor HKIVN's financial and accounting systems;

.         Ensure proper records keeping, internal control;

.         Manage petty cash of the HKIVN office, program/project;

.         Prepare monthly cash forecasts for the  HKIVN Office and submit to
the HQ by every 10th of the month;

.         Arrange for timely salary payments of the HKIVN team and tax
requirements subsequently according to local laws, and payments to suppliers
of the HKIVN office;

.         Liaise with the Regional Finance Manager related to all financial
duties as mentioned;

.         Liaise with Helen Keller International HQ Financial staff as
directed by the Regional Finance Manager;

.         Monitor the allocation of donor restricted income and expenditure
to ensure that donor reports are accurate;

.         Be responsible of preparing answers to all financial questions
raised by donors;

.         Prepare, present and monitor the annual program/project budget in
line with the program/project design;

.         Prepare and present annual cash flow projections and monthly
monitoring mechanisms;

.         Provide guidance and financial training to the program/project
team, partner staff if required;

.         Ensure that all financial agreements with partners are respected
and negotiated according to standard financial management principles of
HKIVN;

.         Participate, with the Country Representative and Program Staff, in
the preparation of the HKIVN office annual budget, program/project budget; 

.         Liaise with auditors to ensure the smooth running of the annual
audit;

.         Liaise with the bank to ensure proper management of the HKIVN
office  funds;

.         Record all payments (and receipts) in the financial accounting
system according to the HKI's financial procedures.

.         Supervise Finance Assistant

 

Internal & External financial reporting:

.         Prepare the monthly financial reporting package of the HKIVN
office;

.         Prepare & submit monthly and quarterly financial reports to
Country Representative according to agreed timetable;  

.         Prepare financial reports to donor using specified format
according to agreed timetable;

.         Prepare biannual and annual reports to PACCOM;

.         Liaise with program staff to arrange technical assistance in
sub-grant management and communicate financial status of projects.

 

Team development:

.         Ensure that the HKIVN program staff is kept fully informed of
relevant financial & account development/guidelines;

.         Design and implement suitable induction training on finance issues
for new finance and non-finance team members, relevant staff of local
partners.

 

2. ADMINISTRATION (both office and program/project)

.         Co-ordinate administrative issues between HKI offices;

.         Ensure smooth running of the Vietnam office

.         Responsible for up-keeping of and maintenance of all office
equipment and facilities

.         Ensure office cleanliness and sufficient office supplies

.         Ensure effective storage and display of internal/external
literature;

.         Supervise the administration interns, part time IT, and cleaner;

.         Ensure good coordination with national and provincial partners to
arrange site visits when necessary;

.         Be responsible for full spectrum of executive secretarial duties
including travel arrangements and hotel accommodations, and undertaking
responsibility for operational projects;

.         Ensure efficient filing and tracking systems.

 

3. HUMAN RESOURCE MANAGEMENT

.         Submit recruitment plan in accordance with HKIVN's funding status
and strategies

.         Be responsible for the whole process of recruitment (develop JD,
advertise shortlist, interview, grade the candidates, check reference, draft
labor contracts, complete and file personnel profiles.)

.         Be updated about organization, donor and local regulations/
guidelines and ensure the conformation of these regulations/guidelines in HR
management.

.         Ensure staff questions about HR related matters are reported to
the relevant authorities and properly addressed

.         Review time sheets for the Country Office;

 

4. OTHER RESPONSIBILITIES:

.         Participate in project proposal's design and fund-seeking
activities to different donors;

.         Develop and maintain contact with banks, government ministries,
development partners and other NGOs;

.         Provide interpretation and translation during HKI VN workshops as
well as site visits when required;

 

REQUIREMENTS:

 

.         Vietnamese citizen;

.         At least 7 years working experience in related field 

.         Proficiency in Microsoft Office (Word, Excel, PowerPoint);

.         Proficiency in financial software (Quicken, QuickBooks);

.         Master degree in Public Administration and Accounting/ Finance is
preferred;

.         Working experience in development sector, especially NGOs and
community groups; 

.         Strong background knowledge of funding situation in Vietnam is
preferred;

.         Has skills in project finance management, presentation and
communication;

.         Understanding of and sensitivity to poverty-related development
and gender issues;

.         Good knowledge of spoken and written Vietnamese and English; 

.         Ability to work in a team environment without direct formal
hierarchy;

.         Demonstrates flexibility, adaptability and initiative;

.         Motivated team player/leader who can manage his/her own project
and provide support to team;

.         Agree with HKI's mission and want to contribute to improving
Nutrition in Vietnam.

 

HKI offers competitive salary and benefits; women are encouraged to apply.

 

Please send Application Letter & CV to Ms. Lam, Administrative/Finance
Manager at  <mailto:dlam at hki.org> dlam at hki.org (copy Pham Kim Ngoc, Country
Representative at pngoc at hki.org) by 6 January 2014.  

 

Only shot-listed candidates will be contacted for interview. Application
will not be returned.

 

............................................................................
.....................

Pham Kim Ngoc | Country Representative | Office Tel: +844-37262261, ext 102;
Mobile: +84-912418640 | pngoc at hki.org | Skype: pham.kim.ngoc

Helen Keller International | Room 103/B5, 298 Kim Ma, Hanoi, Vietnam | 

 <http://www.hki.org/> www.hki.org |
<https://www.facebook.com/HelenKellerInternational> Facebook |
<https://twitter.com/HelenKellerIntl> Twitter |
<http://www.hki.org/newsletter/> Newsletter

 

Alone we can do so little, together we can do so much

-Helen Keller-

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