Program Administrative and Financial Assistant

MCNV is an international NGO based in the Netherlands that has been providing support for health and development in Vietnam since 1968. It aims to tackle marginalisation and poverty within Vietnam and the wider South East Asian region. MCNV’s program portfolio includes disability, HIV, public health, education and livelihood development. The programmes work with a wide range of partners, including international organisations, the Government of Vietnam and community based organisations. All of MCNV’s programmes work towards social and economic inclusion for disadvantaged groups and all use participatory approaches that focus on empowerment of the people who should benefit from the programmes.

MCNV has an international office in Amsterdam and employs approximately thirty staff in Vietnam. It has a representative office in Hanoi and two project offices in Quang Tri and Khanh Hoa provinces.

THE ROLE

The Program Administrative and Financial Assistant will assist financial and administrative management of Disability Program of MCNV. The post holder will report directly to the Disability Program Advisor (PA) and finally to the Country Director (CD) of MCNV in Vietnam.

Tasks and Responsibilities:

I. Financial tasks:

  • In cooperation with Program Officer (PO) to work and support partner to make detail budget plan of site projects based on annual plan of disability program approved by MCNV
  • Contact, supervise and provide technical advices if needed to project partners concerning financial matters of Disability Program (by email, phone or fieldtrip)
  • In cooperation with Program Officer and Advisor to ensure all budget plans which are contracted to MCNV local counterparts or spent from MCNV program general budget are
  • matched and followed applied program cost norm
  • Travel to project sites for training and supervision concerning financial matters, inform program team of performance of financial staff when need
  • Provide advice on prioritizing activities to successfully implement of plans and maintain healthy spending levels. Advice on under spending, mobilization & organization of resources well ahead of due activities and reporting deadlines
  • Actively provide support to Program Officer and Advisor on processing and completing financial procedure/documents related to program activity implementation
  • Check quarterly project financial reports and supporting documents from partners, share findings and recommendations with the local project accountant, Disability Program Officer/Advisor and Financial Officer of Hanoi Office
  • Check all the request for payments/transfers in line with approved budgets
  • Support Financial Officer of Hanoi office to enter financial data of Disability program to Exact accounting software if needed
  • Prepare financial report to donors in their required format
  • Check narrative and financial reports together with program officer before they are send to the international senior health advisor
  • Maintain the accounting filing system
  • Assist Financial Officer during audit
  • Inform disability program team and Financial Officer of Hanoi office of any problem related to the financial management at project and program level. Assist in finding and communicating solutions
  • Prepare and manage project contracts (following CAS/IToR administration) in good order, integrate and link contract administration into the general program administration
  • Actively contribute idea on making project strategy concerning finance and operation issues
  • Other project finance-related work upon the request from Program Advisor or Program Officer of Hanoi Office

II. Administrative tasks

  • Support Disability Program Office and Advisor to prepare the official letters to stakeholders and partners
  • Booking ticket and arrange logistic for travel of disability team, consultants, and external visitors
  • Support the program team to prepare logistic arrangement for workshops and evaluations - monitoring trips
  • In cooperation and support Administrative Assistant of Hanoi Officer to arrange logistic for events of Hanoi office and MCNV
  • Other administrative tasks if required by Chief of Hanoi office

Qualifications and requirements

  • University degree required in Accounting and/or Finance
  • Experience: Minimum 5 years of experience with financial and/or accounting work. Experience with an NGO or developmental organization is preferred. Experience working with USAID funding is an advantage
  • Experience in working with stakeholders at national level including ministries and universities, institutions
  • Able to work independently and in a constructive way in a team
  • Fluent in English: reading, writing, speaking and listening
  • Excellent in Vietnamese communication, especially writing official letter to partners.
  • Representative skills with high level of professionalism, diplomacy and integrity with colleagues and partners
  • Careful, accurate, honest, enthusiastic in carrying out the work
  • Organized, able to work according to deadlines and instructions
  • Commitment to travel when need and work under pressure to meet deadlines

HOW TO APPLY

Please send a copy of your CV and cover letter to [email protected] and [email protected] by 17:00 October 25th, 2015. Applications received after this time may be excluded from the selection process.

EQUAL OPPORTUNITIES

MCNV is committed to a policy of equal opportunity for all employees and job applicants, who will receive equal treatment regardless of age, ethnicity or race, gender, sexual orientation, marital or civil partnership status, disability, religion or belief, pregnancy or maternity.

Job Details
Organisation Name: 
MCNV
Location: 
Hanoi
Application Deadline: 
Sun, 2015-10-25