They are looking for 4 dynamic and confident Vietnamese staff to join ICEM as (i) Senior Finance Officer, (ii) Senior Administration Officer, (iii) Accountant, and (iv) Administrative and Project Assistant for their small but growing ICEM Vietnam program. The ideal candidates will have excellent written and spoken English, good management skills, and be able to work diplomatically with government, business and international partners at senior levels.
Background:
ICEM - the International Centre for Environment Management was established in 1999 to help governments and communities build capacity in the sustainable use of natural resources and maintenance of environmental quality. ICEM works in Asia - especially the Mekong countries - and focuses on climate change, water resources and biodiversity conservation. ICEM seeks to integrate environmental concerns with development through spatial planning, socio-economic analysis and environmental assessment tools. The Centre draws from an active network of experts and organizations, nationally and internationally, and in public and private sectors in forging partnerships to address critical conservation and development issues.
1. Senior Administrative Officer
The Senior Administrative Officer will lead in the administrative management of the ICEM program in Vietnam working to the ICEM Asia Program Coordinator.
Key responsibilities:
Business development:
- Develop and expand ICEM Vietnam’s program including establishing a system for identifying and tracking potential bidding and grant opportunities
- Support the technical team in developing new project and grant opportunities, preparation and submission of proposals
- Establish and maintain a system for managing ICEM’s expanding network of technical expertise – including CVs and contact details.
- Establish and maintain excellent working relations with national and international partners
Project and office management:
- Manage the administration of ICEM Vietnam projects ensuring timeliness of technical inputs and outputs
- Overall day to day responsibility for running of the ICEM office
- Procurement of office supplies and inventory of company equipment
- Management of the ICEM office building, facilities and equipment, and ensure its effective functioning and maintenance
- Drafting correspondence in English and Vietnamese
- Procurement, ensuring that all equipment is properly secured and maintained
Human resources:
- Manage ICEM Vietnam human resources, recruitment, conditions of service, social and health insurance, and performance, delegating and overseeing administrative and logistical activities as appropriate
Contract Preparation:
- Prepare draft contracts for individual consultants or sub-contracts with local organizations.
Logistical and operational activities:
- Oversee and facilitate all operational and logistical aspects of the ICEM program in Vietnam, including the organization and implementation of field missions, workshops and meeting programs.
- Manage and coordinate the missions and activities of international and national consultants
Qualifications:
- Advanced university education in business, administration, finance, science, social sciences, or related fields with some experience of environmental management desirable
- Excellent oral and written communication skills in both English and Vietnamese
- Good management skills with and at least two years of work experience in similar position. Previous working experience with a consulting firm would be an advantage.
- Strong sense of responsibility and ability to show initiative
- Creative and entrepreneurial but also capable of maintaining tight project management oversight
- Excellent team working skills with the ability to motivate others
- Good IT skills in Word, Excel, Microsoft Access, and Microsoft Office Power Point
- Passionate about the natural world with a good understanding of environmental management issues
2. Senior Finance Officer
The ICEM Senior Finance Officer will be responsible for the following duties working to the ICEM Asia Program Coordinator:
Financial management and accounting: Being responsible for ICEM’s finance management including:
(i) Managing an international standard, electronic budgeting and accounting system which allows ICEM to track expenditure and cash flow and to project forward income and financial commitments.
(ii) Project budgeting which keeps track of expenditure on a project by project basis and is capable at any time of producing financial reports for each project for management purposes and for reporting to donors
(iii) Preparing monthly financial reports including balance statements, profit and loss statements, bank reconciliation and petty cash reconciliation.
(iv) Providing regular advice on the financial status of the organization including financial analysis of the ICEM project tracking list showing committed and potential income.
(v) Preparing and submitting claims/invoices for payments and reimbursements from donors for each ICEM project.
(vi) Setting in place and manage a system for payment of salaries for full time national and international staff and for keeping track of their leave and other entitlements
(vii) Manage payment of allowances to ICEM staff and consultants during field missions.
Company and personal tax management:
(i) Liaison with the Vietnamese Tax Department to have ICEM’s invoices issued for the company
(ii) Managing the payment of regular remittance obligations to the Government of Vietnam under the Labour Law and personal and company income tax law.
(iii) Preparing all required financial reports to the Governments (ie. Tax report, etc)
(iv) Providing advice to ICEM staff and consultants regarding their personal tax obligations
Proposal Preparation: Supporting ICEM technical staff in preparing project proposals and expressions of interest (EOIs) for consulting and grant opportunities, through the preparation of budgets
Office administration and management:
(i) Working with the Senior Administrative Officer, update and maintain the ICEM Office Administration Manual including:
a) the salary scale and categories for full-time national staff
b) Tax obligations for ICEM and staff
c) Holidays, insurance, health benefits of full time national staff.
d) A daily / monthly fee rate scale for national and international consultants and charge out rates for ICEM staff on projects
e) Rates for DSA and accommodation for staff and consultants working in Vietnam (both city & country rates)
f) Acceptable rates for translation and interpretation
Other duties:
(ii) Maintain an electronic system for keeping track of staff and consultant payments and entitlements
(iii) Keep track of contractual obligations especially payments against outputs and invoices.
(iv) Work with the government officers on issues related to tax, personal income tax, social and health insurance for ICEM staff and associates.
(v) Provide ICEM staff and associates advice and guidance on these related issues.
(vi) Maintain the office petty cash system.
(vii) Manage the payment of regular bills including utilities from petty cash.
Qualifications: Advanced degrees in finance and accounting. Qualifications in business administration are an advantage. At least ten years of professional experience in finance and administration at senior level in international organizations or projects. Extensive experience in working with government agencies, in setting up finance and budgeting systems and in their management and review. Advanced skills in finance and accounting software.
3. Accountant
The ICEM Accountant will work to the Senior Finance Office in conducting the following duties:
(i) Monthly VAT reporting
(ii) VAT reimbursement
(iii) PIT reporting for ICEM staff and consultants and making PIT payments through the State Treasury
(iv) Checking invoices and receipts submitted by suppliers, ICEM staff and consultants
(v) Updating the integrated daily cash book
(vi) Preparing the financial profile for income and expenditure of ICEM and ICEM projects
(vii) Support in preparing quarterly and annual reports to submit to appropriate authorities by deadlines with required forms regulated in the Accounting System of the Government of Vietnam
(viii) Support in identifying equipment and services suppliers upon request
(ix) Support to checking various contracts (procurement, services, workshop, printing contracts, etc) in regard to the accuracy of figures, dates, delivery terms, payment terms and other information of the contracts)
(x) Support with banking transactions (going to the bank for back transactions, bank reconciliation statements, etc)
(xi) Preparing petty cash receipts.
(xii) Other works assigned by the Senior Finance Officer
Qualifications: Advanced degrees accounting. At least three years of professional experience in accounting, finance and administration at senior level in international organizations or projects. Experience in finance and budgeting systems and in their management and review. Advanced skills in finance and accounting software.
4. Administrative and Project Assistant
Working to the Senior Administrator, provide day-to-day logistic, administrative, translation supports to the number of projects conducted by ICEM.
Key responsibilities:
- Provide all secretarial duties to the ICEM Vietnam office, which include but are not limited to arranging meetings for the ICEM Director, Managers and international and national project experts, taking messages for project staff, setting and maintaining a filing system, taking minutes at meetings, typing documents and correspondence, drafting routine correspondence as required
- Making arrangements for hotels, flight bookings and land transportation for ICEM staff and consultancy teams
- Assist the Senior Administration in organization of workshops and meetings for ICEM projects.
- Arrange and manage books, periodicals and documentation in the ICEM’s library
- Database maintenance which include but are not limited to inputting data, managing network/stakeholder contacts
- Assist the Senior Finance Officer in preparation of supporting documentation for liquidation and disbursement of project expenditures.
- Carry out other administrative works as assigned by the Senior Administration Officer
Desired qualifications:
The Administrative and Project Assistant is:
- Advanced university degree
- Excellent oral and written communication skills in both English and Vietnamese
- Good secretarial skills with at least two years of work experience in similar position.
- Very good IT skills in Microsoft Office
Duty station for these positions: Hanoi, Vietnam
Interested applicants should send a cover letter and CV with contact details of two references in writing or by e-mail to the address below, if applying by e-mail the position applied for should be included in the subject line of the mail:
ICEM Vietnam Office
32 Xuan Dieu Str. Tay Ho District
Hanoi, Vietnam
Tel: 04 3 8239127
Email: [email protected] [1]
Website: www.icem.com.au; [2] www.mekong-protected-areas.org [3]