Project Administrative Assistant cum Accountant of the Project Management Unit

Job Description

Background

The Swiss Trade Policy and Promotion Project is a 4-year trade-related technical assistance project in Vietnam which aims to improve trade performance and international competitiveness of MSMEs through enhanced favorable framework condition for trade, public-private dialogue mechanisms, and a strengthened ecosystem for dynamic trade promotion. Ultimately, it will contribute to sustainable and inclusive economic growth and poverty reduction in the country. Funded by SECO, ITC will facilitate the update of the national export strategy and the development of a Public-Private Dialogue platform for export development. Vietrade has been mandated to establish a Grant Fund for Business Support Organizations (BSOs) to support exporting SMEs.

Duties and responsibilities

This Project Administrative Assistant cum Accountant has two roles: as an Administrative Assistant and as an Accountant will be responsible for all the related admin and accounting work of the project. Following are specific duties:

a. As a Project Administrator

• Provide administrative services and paper work in the operational management of the project
• Assist the NPD in establishing the administrative systems and procedures and carry out various administrative activities; be responsible in filing documents and maintaining office equipment in accordance with the project document and procedures;
• Undertake all preparation work for procurement of office equipment, stationeries and support facilities as required;
• Provide support in preparing project events, including workshops, meetings, study tours, trainings, travel etc., as required; This also includes consolidation of background materials for use in discussions and briefing sessions on the Project’s matter;
• Assist in providing logistical arrangements including transportations, hotel bookings for project staff, consultants and invited guests engaged in the Project’s activities;
• Assist with preparation of TORs, procurements and contracts for consultants for project activities;
• Maintain an active file of all personnel, consultants of the project; and regularly update the contacts of relevant Project’s partners, Government officials and donors;
• Assist with the project communication activities as required.
• Undertake relevant tasks as assigned by the PD.

b. As a Project Accountant

• Participate in preparation of project work plans and reports
• Prepare quarterly advance requests to get advance funds from SECO in the format applicable.
• Assist the Project Coordinator  and Project Director  in project budget monitoring and project budget revision.
• Set up accounting system, including reporting forms and filling system for the project, in accordance with the project document and relevant execution modalities;
• Maintain petty cash transactions. This includes writing of receipts, preparation of payment request form, receipt and disbursement of cash and clearance of advances; Ensure Petty Cash to be reviewed and updated for up-to-date records;
• Prepare project financial reports and submit to Project Coordinator and Project Director  for clearance and submit to SECO as required;
• Enter financial transactions into the computerised accounting system;
• Reconcile all balance sheet accounts and keep a file of all completed reconciliation;
• Check and ensure that all expenditures of projects are in accordance with the relevant execution procedures. This includes ensuring receipts to be obtained for all payments;
• Check budget lines to ensure that all transactions are booked to the correct budget lines;
• Ensure documentation relating to payments are duly approved by the PD;
• Follow up bank transfers. This includes preparing the bank transfer requests, submitting them to the bank and keeping track of the transfers;
• To continuously improve system & procedures to enhance internal controls to satisfy audit requirements.
• Prepare monthly bank reconciliation statement, including computation of interests gained to be included into reports.
• Maintain the inventory file to support purchases of all equipment/assets.
• Bring any actual or potential problems to the attention of the Project Coordinator  and Project Director;
• Undertake other relevant matters assigned by the Project Director.

Qualifications and requirements:

• University degree in Accounting and Finance or related fields.
• At least 03 years of relevant working experience with foreign aided projects or international development organizations.
• Strong organizational skills and understanding of administrative procedures;
• Basic knowledge in procurement, petty cash handling, logistics supports, and filling systems;
• Ability to work in a multicultural environment, and establish harmonious and effective working relationships, both within and outside the organization;
• Advanced computer skills (Word; Excel; Outlook Express; PowerPoint; etc.).
• Good interpersonal and communication skills, both verbal and written;
• Excellent English skills

Remuneration:

Remuneration will be based on the applicable UN-EU cost-norm at the time of the contract signing (UN-EU Guidelines for Financing of Local Costs in Development Cooperation with Viet Nam)

Application

Candidates shall submit the following: i) Motivation Letter; ii) Curriculum Vitae; iii) Relevant Degrees/ Certificates; and iv) Supporting documents. All applications will not be returned.

Please submit application (both hard copy and soft copy) to:

Vu Ke hoach, Bo Cong thuong

54 Hai Ba Trung, Hoan Kiem, Ha Noi, Viet Nam

Tel. (84) 024022202329/0981760758

Email: [email protected]; [email protected]

Submission deadline: 3.00 pm, 08 March 2022 (Hanoi time)

Soft copy of application: Please send to [email protected]; [email protected].

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