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<div class="WordSection1">
<p class="MsoNormal">To whom it may concern, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">GGGI Viet Nam is currently looking for a Finance and Administrative Associate. Please see the JD below:
<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:24.0pt">Finance and Administrative Associate<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">The role of Finance and Administrative Associate is to ensure process integrity in program operation and specific project/output delivery, fully meeting established institutional
policies, standards and donor requirements across budget execution, procurement & HR processes implementation and other operational functions.<o:p></o:p></p>
<p class="MsoNormal">Location: Vietnam<o:p></o:p></p>
<p class="MsoNormal">Contract Type: Staff<o:p></o:p></p>
<p class="MsoNormal">Grade: X6<o:p></o:p></p>
<p class="MsoNormal">Salary scale: Country Scale<o:p></o:p></p>
<p class="MsoNormal">Contract Duration: 36 months<o:p></o:p></p>
<p class="MsoNormal">Date to close (KST): 06/01/2020 <o:p></o:p></p>
<p class="MsoNormal">Ref No: STA1467 <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>Purpose<o:p></o:p></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Monitor and report workstream budget expenditure on activities to ensure efficiency and consistency with established work plans to support program management;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Support the monitoring of project budget and track expenditures to ensure that program resources are optimally allocated and utilized;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Prepare budgets for submission to donors for funding of GGGI activities in country;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Ensure that all procurement for the country team is efficiently planned and managed to ensure value for money and timely execution of the program budget;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Ensure that human resources are efficiently recruited, and on-boarding is carefully managed, and all HR policies are abided by within the country team;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Oversight and management of all logistical arrangements for the country team including the organization of workshops, meetings and events; and<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l6 level1 lfo1">
Lead and oversee Viet Nam office operations.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:18.0pt"> </span><b>Engagement<o:p></o:p></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l7 level1 lfo2">
Advise the team on the procedures, policies and tools of all operational transactions for project/output delivery;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l7 level1 lfo2">
Work closely with relevant teams in GGGI’s HQ such as HR, procurement, finance, IT, etc;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l7 level1 lfo2">
Identify issues and risks that will affect consistent program and delivery and report to the Country Representative and Deputy Country Representative;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l7 level1 lfo2">
Identify issues from across projects and workstreams and advise project staff on remedial measures in order to maintain integrity of delivery;<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l7 level1 lfo2">
Communicate program needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements; and<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l7 level1 lfo2">
Work closely with Government of Viet Nam to process meetings, MOU’s, HCA, etc.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>Delivery<o:p></o:p></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><u>Finance: Budget and financial management:</u></b><br>
Under guidance of the Country Representative, support the management of the GGGI Viet Nam budget allocation, including through the preparation of budget plans and schedules in line with yearly work programs and budgets;<o:p></o:p></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Preparing annual budget, providing monthly forecast and monitoring Viet Nam expenditure subsequently; ensure charges to be journal to the correct codes<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Preparing budgets for submission to donors for financing<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Completing corporate financial returns such as, monthly progress report (financial aspect, budget adjustment rounds during the year, year-end pack return etc. to GGGI HQ and relevant donors<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Place initial screening and controls on country office spending, procurement requests and contract issuance<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Petty cash management, bank account reconciliation<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Verify data and ensure data entry and document consistency from spending and expenses of specific project/output management<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo3">
Consolidate financial documentation for projects and ensure accuracy of project financial reporting.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><u> <b>Procurement:</b></u><o:p></o:p></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo4">
Lead the procurement of all goods and services for the GGGI Viet Nam country program with a focus on value for money<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo4">
Develop and monitor procurement plans and requisition procedures in line with yearly work programs and budget line.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><u>Facilities and logistics:</u></b><o:p></o:p></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l8 level1 lfo5">
First aider and Health and Safety officer<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l8 level1 lfo5">
Day to day running of the office<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l8 level1 lfo5">
Complete asset inventories in line with GGGI HQ guidelines<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l8 level1 lfo5">
Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <b><u>Human Resources (HR) services:</u></b><o:p></o:p></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo6">
Support recruitment of staff and consultants and manage onboarding procedures based on HR guidelines<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <b><u>Legal:</u></b><o:p></o:p></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo7">
In close collaboration with GGGI HQ’s legal team, lead on the approval of all MOU’s and support the Country Representative on the conclusion of GGGI’s Host Country Agreement with the Government of Viet Nam.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>Requirements<o:p></o:p></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>Qualifications<o:p></o:p></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo8">
Experience in financial management<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo8">
Experience working for a development partner (donor, embassy, multilateral, NGO, civil society, etc.)<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo8">
Fluency in Vietnamese and English essential<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo8">
Relevant qualification preferred (accounting, business administration, finance, etc.)<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo8">
At least five years relevant experience<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <b>Corporate Behaviors and Values<o:p></o:p></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l5 level1 lfo9">
Understand and actively supports GGGI’s mission, vision and values.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l5 level1 lfo9">
Promote an organizational culture of trust, transparency, respect and partnership.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l5 level1 lfo9">
Process and share information easily and is excellent at problem solving.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l5 level1 lfo9">
Manage emotions and stress positively, builds rapport and resolves conflict easily.<o:p></o:p></li></ul>
<p class="MsoNormal">To apply: <a href="https://careers.gggi.org/vacancy/finance-and-administrative-associate-408356.html">
https://careers.gggi.org/vacancy/finance-and-administrative-associate-408356.html</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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