Job Description
Finance, Administration & Human Resources Director
Location: Hanoi City, Vietnam
Starting date: As soon as possible
Closing date: 25 November 2021
Summary:
The Finance, Administration and Human Resources Director role is based in Hanoi, Vietnam. The role reports directly to the Chief Executive Officer and leads four direct reports. The Finance, Administration and Human Resources Director is a key member of the organizations leadership team and will oversee the financial, administrative and human resources functions of the organization.
It is reasonable to assume that the Finance, Administration and Human Resources Director will be required to undertake additional tasks, as required, when requested by the Chief Executive Officer.
Appraisal:
The Finance, Administration and Human Resources Director’s performance in the role will be appraised by the Chief Executive Officer.
Responsibilities Description
Strategy & Finance, Administration, HR Cross-Sector
- In collaboration with CEO and BOM, develop long-term and short-term financial and human resources strategies, and set targets;
- Assess financial performance at organizational, country and program-level, and guide efforts toward long-term financial sustainability;
- Guide Development and Program teams to develop financially sustainable programs/projects and activities;
- Manage provision of all financial, legal, administrative, governance and HR documents during proposal/agreement negotiation with donor, including completion of due diligence;
- Ensure legal compliance in all areas including organizational operating registrations, organizational and country-level audits, tax, insurances, employee health and safety, contractual agreements with donors and partners, and internal policies;
- Manage up-to-date employee database.
Finance
- Lead the coordination of e-accounting operations, financial reporting, planning, budget management and accounting procedures and internal controls;
- Oversee the payment of disbursements, contractual compliance and ensure all obligations to suppliers, vendors and others are fulfilled in a timely manner;
- Oversee the continuous improvement of internal financial policies and systems to increase operational capacity and ensure adherence to all relevant regulations;
- Ensure compliance with donor financial regulations;
- Ensure appropriate financial controls comply with relevant country legislation;
- Provide the Development and Program teams with budgets and financial forms for grant applications;
- Oversee financial reporting to donors and prepare financial reports for the Board of Management; and
- Collaborate with external auditors to facilitate annual audits and tax filing.
Administration
- Oversee the management all office facilities including IT, furniture and fixtures, office security, office equipment & machinery, general office safety and staff safety, follows up renewal of office rental contracts;
- Oversee and manages office licenses and organizational reporting for government agencies;
- Obtaining visas, resident cards and/or work permits for staff or guests if/when necessary; and
- Lead the preparation of operational and project contracts as required.
Human Resource Management
- Lead workforce planning in collaboration with the management team to ensure alignment with the organization’s strategy and to mitigate the impact of staff turnover on projects and on AIP Foundation operations;
- Oversee all HR functions including:
- Monthly payroll, insurances including Social, Health and Unemployment insurance;
- Managing labor contracts and other labor related documents in a timely manner to mitigate the impact of expiration, renewal and adjustments;
- Leading the resolution of conflicts, breaches of the Code of Conduct and disciplinary and/or termination procedures;
- Overseeing the recruitment of national staff in accordance with project requirements including updating job descriptions, advertising, short listing as required; and
- Monitoring staff appraisals in collaboration with line managers;
- Provide staff time estimates, and other supporting HR documents for new project proposals.
- Oversee compliance with Staff Handbook policies, procedures and expectations in particular the appropriate standards of conduct outlined therein and update the Staff Handbook as required;
- Monitor employee personal development, develop plans, and identify training and skills building opportunities;
- Ensuring legal compliance with local labor regulations in each country.
Key working relationships
- Develop and maintain positive relationships with key stakeholders including AIP Foundation leadership team and all personnel, volunteers, donors, sponsors and government department representatives; and
- Foster effective ongoing communication between all AIP Foundation staff and offices; and ensure ways of working and behaviors are in line with AIP Foundation values and policies.
Qualifications:
- Bachelor’s degree in accounting/finance; CAP certificate or Master degree is preferable
- At least 10 years of working experience in the field of finance/accounting and have at least 5-year experience in similar position.
- Have work experiences with INGO or international organizations
- Ability to work under pressure in a multicultural, diverse environment
- Demonstrated ability to handle confidential information in a sensitive and tactful manner. Adhere to strict confidentiality involving staffing matters and internal/ external correspondence
- Excellent verbal, written and interpersonal communication skills in English required
- Solid proficiency with Microsoft Office Applications (Word, Excel, PowerPoint, and Outlook) along with QuickBooks accounting software
- Ability to plan, manage, and follow-through on assignments and communicate at all levels of the organization in a timely and professional manner
- Ability to work independently, prioritize tasks, and to take initiative without direction
- Ability to work collaboratively in a team environment.
Contact and Deadline
The position will be hired locally.
Applications are due 25th November 2021. However, please note that applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.
Please submit a one-page cover letter, maximum three-page CV, and three references with current email address and telephone number to our email: [email protected] [1]
We will inform you before contacting your references. All applications will be carefully vetted, including working history and background checks.
About AIP Foundation
AIP Foundation is a U.S. registered 501 (c) (3) non-profit organization addressing the pervasive and devastating rate of road traffic crash injuries and fatalities in developing countries through a holistic set of programs, with a particular focus on helmet use and safety products. Our pillared strategy includes access to safe equipment, public awareness campaigns, school-based and targeted population campaigns, technical assistance particularly focused on legislative advocacy and helmet standards; and research, monitoring, and evaluation.
Currently, AIP Foundation has approximately 50 staff with offices in Ho Chi Minh City and Hanoi in Vietnam, Phnom Penh in Cambodia, Bangkok in Thailand. AIP Foundation funders and partners include a wide variety of public and private donors. As a member of the United Nations Road Safety Collaboration, AIP Foundation provides input to reports made by the UN Secretary General to the UN General Assembly. For additional information, please visit http://aip-foundation.org/ [2]