Program Administrative and Financial Assistant
Medical Committee Netherlands Vietnam (MCNV) is a Dutch NGO operating in the field of health in Vietnam since 1968.
They are now looking for a Program Administrative and Financial Assistant to work for HIV/ AIDs program on “Comprehensive Prevention of mother-to-child transmission Services for Especially Vulnerable Women in Vietnam”, in Hanoi Representative Office.
The program administrative and financial assistant assists directly Operational and Financial Officers in administrative and financial management of HIV/AIDs program run by the Hanoi Representative Office. The program administrative and financial assistant is finally responsible to the Country Representative.
Administrative tasks:
- Perform general clerical duties and maintain an adequate inventory of office supplies and refreshments.
- Assist in the planning and preparation of meetings, conferences, workshops and act as interpreter if needed.
- Coordinate the repair and maintenance of office equipment.
- Make travel and accommodation arrangements for the team.
- Type and translate a wide variety of documents and materials from drafts and printed texts, including: correspondence, letters, minutes, reports on program implementation, program related documents, donor reports and project proposals, checking enclosures and addresses of submitted proposal for completeness, to assure that documents and materials are timely, well-edited, and of high quality, while demonstrating attentiveness to detail.
- Maintain office records and reference files, arranging bookshelves for display of printed products, prompt filling of incoming and out-going correspondences.
- Frequently update traveling schedule, activity timeline of the team and all counterparts’ contacts.
Financial tasks:
- Contact project partners concerning financial matters of HIV/AIDs programs (by email, phone or field trip)
- Actively provide support to Program Officers (PO) and Assistants (Pas) on processing and completing financial procedure/documents related to program activity implementation
- Check quarterly project financial reports and supporting documents, share findings and recommendations on them with Financial Officer (FO), Program Officers, Financial and Human Resource Manager (FHRM) and Senior Advisor
- Check all the request for payments/transfers in line with approved budgets
- Maintain the accounting filing system
- Assist FHRM and FO with annual audit
- Manage project contracts (following SBC/SBE administration) in good order
- Settle payment for participants of training courses, meetings when needed
Other tasks:
- Other project administrative and financial-related tasks upon the request of the team and FHRM
- Temporarily take over certain tasks of Financial and Operational Officers in case of his/her absence
- Actively contribute to the general smooth running of office affairs.
Suitable candidates must have the following:
- University degree required
- Excellent English skills
- Good administrative, computer skills
- Ability to work with financial matters (finance certificates will be preferable)
- Experience in working in an equivalent position at least 1 years, preferably in an INGO environment
- Ability to work independently and in a team
- Ability to work and communicate confidently with people from diverse socio-economic and cultural backgrounds
Ability to travel to program sites
Carefulness, accuracy, honesty, supportive, enthusiasm and willingness to learn
Availability: From July 2010 to February 2012
Application procedures: Interested candidates are invited to send 1) a cover letter in English, specifying why you are interested in this post and how you meet the qualifications 2) a recent CV with your full contact information and passport photo 3) Contact information for 2 references (name, title, current position, organization, phone and email).
to:
Medical Committee Netherlands Vietnam
Ms. Nguyen Thuy Quynh and Mr. Nguyen Hoang Anh
No 3, Alley 55, Huynh Thuc Khang Street, Dong Da District, Hanoi, Vietnam
Tel: 37761117/38359005
Fax: 37760655
Email: [email protected] and [email protected]
Website: www.mcnv.nl
Applications must be received by 15 July 2010. Only short-listed candidates will be contacted for interview.
No follow-up phone calls or inquires please.
MCNV is an Equal Opportunity Employer.