Administration and Finance Assistant

Who are we?

Eye Care Foundation (ECF) is an international NGO, registered in Vietnam, collaborating with other (i)NGOs and Governmental departments to fight avoidable blindness by helping to build sustainable eye care services for Vietnamese people.

ECF is seeking a suitable Vietnamese candidate to fill the position of Administration and Finance Assistant (full-time) based at its field office in  Ho Chi Minh City

Key Roles and Responsibilities:

• Day-to-day office management
  
  • Perform general administrative tasks to include but not limited to: translating, photocopying, faxing, filing, receiving and making phone calls, coordinating in- and outgoing mail
  • Maintain stock of office supplies

• Perform financial & administrative tasks of the office
  
  • Pay the office expenses, such as: renting fee, telephone fee etc.
  • Assist in preparation of budgets
  • Prepare and submit financial reports routinely
  • Prepare requests for installments from the Head Office
  • Process incoming bills and outgoing checks
  • Maintain financial files and records
  • Ensure the financial monitoring figures are regularly updated and accurate

• Assist in the financial management of all ECF supported projects in Vietnam
  
  • Assist the project officer in preparing budgets
  • Assist the project officer in financial planning and reporting
  • Check financial reports from the projects
  • Forward the financial reports to the Head Office
  • Perform controls in the financial administration of the projects

• Support activities contributing to the progress of the ECF supported projects
  
  • Participate in meetings on request of the Country Representative or Project Officer, for making of minutes
  • Assist in proposal- and report formatting
  • Assist in purchasing equipment and instruments including asking quotes from suppliers and distribution to project partners.
  • Coordinate the production of printed materials needed for the projects; manuals, workbooks, translated materials etc
  • Organize travel arrangements (international and domestic) for national and international visitors, including itineraries, visas, transportation, accommodation etc.
  • Organize logistics of workshops and trainings, including training material, transportation, accommodation etc.
  • Carry out communication activities to inform external parties about ECFs work including updating social media, writing stories and testimonies of beneficiaries etc.
  • Support the Country Representative and Project Officer administratively in all project related activities
  • When necessary travel within and/or outside Vietnam if required by the organization

Education:

• Bachelor degree, preferably in social development, accounting, business administration, finance

Skills and aptitudes:

• Excellent written and verbal communication skills both in Vietnamese and English
• Computer literacy; experience in working with Microsoft Office, especially Word, Excel and PowerPoint
• Good organizational skills and accurate, ability to meet deadlines
• Proper attitude to various partners and strong social skills
• Ability to work independently
• Willingness and ability to learn
• Interested in social media and communication activities

Experience:

• Minimum 01 year professional work experience including administration and finance, preferably in public health, NGO environment

Notes:

• Duration: 1 year contract with possibility of extension.
• Appropriate remuneration depending on age and experience.
• Benefits as unemployment, health and social insurance according to Vietnam Labor Law; medical and accident insurance; annual health check-up; bonus salary at the end of the year (depending on working performance) and job-related professional training course (will be considered). Opportunity to meet and work with diverse stakeholders such as project partners, beneficiaries, donors, and other iNGOs.
• Please email your Cover Letter and C.V. in English to Ms. Ha Khanh An at [email protected] by 15/9/2016.
• Full-time position starting as soon as possible.