Full time: Administrative/Finance Coordinator
Period: One year contract with possible extension
Report directly to: Country Director, Vietnam
Duty station: Hanoi, with approximately 20% of travel time in-country and in the region
Expected starting date: Mid-May 2015
BRIEF TERMS OF REFERENCE
Helen Keller International (HKI) is an international non-governmental organization. Its mission is to save the sight and lives of the most vulnerable and disadvantaged by combating the causes and consequences of blindness and malnutrition. We do this by establishing programs based on evidence and research in eye health and nutrition. We are currently seeking a potential candidate to fill the position of an Administrative/ Finance Coordinator.
NATURE OF WORK:
The Administrative/ Finance Coordinator will perform a management role in covering operation needs of the office and projects in Vietnam. This is primarily a financial & account position requiring the management of the financial & account components of the HKIVN programs/ projects in close co-operation with HQ, Regional Office, Country Director, program staff, local partners and other members of the HKIVN team. He/ She will be responsible for the overall administration and human resource management of the HKIVN office as well as program/project support for other team members.
1. FINANCE & ACCOUNT:
- Maximizing program financial & accounting performance:
- Develop & monitor HKIVN’s financial and accounting systems;
- Ensure proper records keeping, internal control;
- Manage petty cash of the HKIVN office, program/project;
- Prepare monthly cash forecasts for the HKIVN Office and submit to the HQ by every 10th of the month;
- Arrange for timely salary payments of the HKIVN team and tax requirements subsequently according to local laws, and payments to suppliers of the HKIVN office;
- Liaise with the Regional Finance Manager related to all financial duties as mentioned;
- Liaise with Helen Keller International HQ Financial staff as directed by the Regional Finance Manager;
- Monitor the allocation of donor restricted income and expenditure to ensure that donor reports are accurate;
- Be responsible of preparing answers to all financial questions raised by donors;
- Prepare, present and monitor the annual program/project budget in line with the program/project design;
- Prepare and present annual cash flow projections and monthly monitoring mechanisms;
- Provide guidance and financial training to the program/project team, partner staff if required;
- Ensure that all financial agreements with partners are respected and negotiated according to standard financial management principles of HKIVN;
- Participate with the Country Director and Program Staff, in the preparation of the HKIVN office annual budget, program/project budget;
- Liaise with auditors to ensure the smooth running of the annual audit;
- Liaise with the bank to ensure proper management of the HKIVN office funds;
- Ensure all payments (and receipts) are updated accurately in the financial accounting system according to the HKI’s financial procedures.
- Supervise Finance Officer and Administrative Assistant.
- Internal & External financial reporting:
- Prepare the monthly financial reporting package of the HKIVN office;
- Prepare & submit monthly and quarterly financial reports to Country Director according to agreed timetable;
- Prepare financial reports to donor using specified format according to agreed timetable;
- Prepare biannual and annual reports to PACCOM;
- Liaise with program staff to arrange technical assistance in sub-grant management and communicate financial status of projects.
- Team development:
- Ensure that the HKIVN program staff is kept fully informed of relevant financial & account development/guidelines;
- Design and implement suitable induction training on finance issues for new finance and non-finance team members, relevant staff of local partners.
2. ADMINISTRATION (both office and program/project)
- Co-ordinate administrative issues between HKI offices;
- Ensure smooth running of the Vietnam office
- Responsible for up-keeping of and maintenance of all office equipment and facilities
- Ensure office cleanliness and sufficient office supplies
- Ensure effective storage and display of internal/external literature;
- Ensure administration interns, part time IT, and cleaner are closely supervised by Finance Officer/ Administrative Assistant
- Ensure good coordination with national and provincial partners to arrange site visits when necessary;
- Be responsible for full spectrum of executive secretarial duties including travel arrangements and hotel accommodations, and undertaking responsibility for operational projects;
- Ensure efficient filing and tracking systems.
3. HUMAN RESOURCE MANAGEMENT
- Submit recruitment plan in accordance with HKIVN’s funding status and strategies
- Be responsible for the whole process of recruitment (develop JD, advertise shortlist, interview, grade the candidates, check reference, draft labor contracts, complete and file personnel profiles…)
- Be updated about organization, donor and local regulations/ guidelines and ensure the conformation of these regulations/guidelines in HR management.
- Ensure staff questions about HR related matters are reported to the relevant authorities and properly addressed
- Review time sheets for the Country Office;
4. OTHER RESPONSIBILITIES:
- Participate in project proposal’s design and fund-seeking activities to different donors;
- Develop and maintain contact with banks, government ministries, development partners and other NGOs;
- Provide interpretation and translation during HKI VN workshops as well as site visits when required;
REQUIREMENTS:
- Vietnamese citizen;
- At least 7 years working experience in related field
- Proficiency in Microsoft Office (Word, Excel, PowerPoint);
- Proficiency in financial software (Quicken, QuickBooks);
- Master degree in Public Administration and Accounting/ Finance is preferred;
- Working experience in development sector, especially NGOs and community groups;
- Strong background knowledge of funding situation in Vietnam is preferred;
- Has skills in project finance management, presentation and communication;
- Understanding of and sensitivity to poverty-related development and gender issues;
- Good knowledge of spoken and written Vietnamese and English;
- Ability to work in a team environment without direct formal hierarchy;
- Demonstrates flexibility, adaptability and initiative;
- Motivated team player/leader who can manage his/her own project and provide support to team;
HKI offers competitive salary and benefits; women are encouraged to apply.
Please send Application Letter & CV to Ms. Lam at [email protected] [1] (copy Pham Kim Ngoc at [email protected] [2]) by 3rd May 2015.
Only shot-listed candidates will be contacted for interview. Application will not be returned.