Office and Finance Administrator Recruitment Notice
1. Loreto Vietnam
Loreto Vietnam (formerly known as Loreto Vietnam Australia program (LVAP), and Loreto Kids Charity (LKC)) is a registered international non-government organization (INGO) in Vietnam (Permit Number: 15/CNV-VPDA) dedicated to the reduction of poverty through beneficial, qualitative and responsive educational opportunities for underprivileged and disabled students. Since 1997, Loreto Vietnam has reached out to over 60,000 children through our projects; giving them support in various forms to foster an encouraging learning environment. Our staff are comprised of a dedicated, small team based in Ho Chi Minh City, Vietnam.
2. Position
The Office and Finance Administrator is responsible for the administrative oversight of office systems and processes, staff support, financial records and accountability within the organisation.
3. Major Responsibilities:
- Finance and Accounting
- Work with the Executive Director on budgetary and reporting requirements.
- Ensure maintenance of clear records of expenses and donations, issuing of invoices or receipts, and liaising with suppliers, donors and project partners, where required regarding financials.
- Oversight of incoming accounts and financial obligations.
- Oversight of financial data and management system and preparation of financial reports regarding budgetary expenditure and income, and auditing requirements.
- Review the accounting information and supporting documents.
- Ensures all accounting transactions are accurate and transparent and every expense is reasonable.
- Work with the Project Manager to maintain oversight of project expenditure and liaise with project partners regarding financial obligations and reporting requirements, as well as suppliers regarding project related expenditure.
- Work with the Communications and Fundraising Director to support donor related activities and financial documentation, including preparation of donor/partner related documentation/agreements.
- Manage payroll, including salary payment, and banking related issues.
- Administration and Human Resources
- Provide administrative support to the Executive Director and Loreto Staff.
- Maintain oversight of office administration processes including: filing systems, office supplies, management and maintenance of office technology, rental and utility related issues, and staff related documentation.
- Oversight of administrative support regarding project work, events and donor related activities.
- Produce MOU’s, funding agreements and other documentation for donors and local partner engagements.
- Oversight of incoming communication – telephone, mail, email, facsimile.
- Work with the Executive Director to develop, maintain, and update organisation labour regulations, policies and procedures as appropriate for the organization.
- Ensure compliance with government organisations regarding PIT and social insurance obligations
- Assist with training on organisation labour regulations, policies and procedures as necessary and appropriate.
- Assist Executive Director with staff recruitment and appraisals.
- Interpreting/translation support as required.
- Other administrative tasks as required.
4. Requirements and qualifications
Essential
- Bachelor's degree in Finance and Accounting, Business Management, Business Administration, or in relevant fields.
- A minimum of 3 years practical accounting, administrative and financial management experience.
- Excellent interpersonal, communication and presentation skills and ability to work effectively in a team.
- Experience in admin and financial management, bank reconciliation, journal preparation, general ledger, financial statements and government tax requirements.
- Ability to analyse information, evaluate options and to work strategically.
- Excellent written and spoken English and Vietnamese language skills.
- Experience of working with Government officials, local communities and/or local donors at all levels.
- Demonstrated organizational skills and ability to respond to tight timeframes or pressures.
Desirable
- Experience within the INGO context.
- There are occasional work and travel obligations associated with the work of Loreto and this position that may include weekends and/ or evenings as required.
5. Submission details
Further details regarding Loreto Vietnam can be found at www.loretovietnam.org [1].
Please submit applications with cover letters and referee contacts to Executive Director, Ms Jaom Fisher: [email protected] [2] and copying in Ms Nguyen Thi Hoang Lan [email protected] [3].
The deadline for submissions is: Thursday 21st June 2018.