Admin and Finance Officer

JOB ANNOUNCEMENT – ADMIN AND FINANCE OFFFICER

The University of North Carolina in Vietnam is a research organization of the University of North Carlina at Chapel Hill, USA. Our missions are conducting clinical research on new treatment methods for HIV prevention, TB treatment, mental health in both treatment and behavior changes for people living with HIV, TB patients, men who have sex with men and people who inject drug. Our partners are Hanoi Medical University, Hospitals in Hanoi, Provincial CDCs nationwide. We are conducting clinical trials of the HIV/AIDS Prevention Trial Network (HPTN) and AIDS Clinical Trial Group (ACTG). In order to expand our operations, we are now seeking a talented, dedicated and committed individual to join our team.

Position:         01 Admin and Finance Officer

                       Based in Hanoi.

Report to:       Operations and Finance Manager

Position Summary:

Under the direction of Operations and Finance Manager, this incumbent of this position is responsible for processing finance and accounting procedures and other tasks to ensure effective and efficient of accounting and financial management in UNC Vietnam office and its projects, as well as responsible for procurement, travel logistics, office administration and personnel administration for UNC Vietnam Office.

SPECIFIC ROLES & RESPONSIBILITIES:

1.     Finance and Accounting

• Accounting and disbursement:
  
  • Prepare payment/ received vouchers and make e-banking wire transfer or cash payment for expenditures of UNC’s projects to get them reviewed by Operations and Finance Manager and approved by In-country Director.
  • Check all invoices, receipts and financial supporting documents to ensure they are in compliance with UNC rules and regulations and internal policy and procedures.
  • Support Operations and Finance Manager in preparation of Advance request estimation to submit to UNC Chapel Hill based on the projection of expenditure in the period.
  • Check all the invoices, financial supporting documents submitted by study site staff and by partners to reconcile advance and to make financial report.
  • Collect receipts and other supporting documents of payment requisitions from project team and process payments
  • Check all the Travel Authorization and Advance Request form (TA) and Travel Reconciliation forms and other travel related documents to make sure they are in compliance with the travel guidance of UNC.
  • Ensures the efficient and effective processing of payments / accruals, receivables / receipts and reconciliation of related balance sheet accounts in accordance with UNC’s policies, donors’ requirements and Vietnam Accounting Standards.

• Financial Reporting:
  
  • Key in all accounting entries by studies in Quick Books accounting software.
  • Prepare relevant non-cash accounting journal entry (JE) for advance reconciliation of partners, get Operations and Finance Manager review and In-Country Director approval for entries into accounting system.
  • Prepare financial reports (reconciliation invoices) to submit to UNC Chapel Hill to settle the Advances from UNC at Chapel Hill to UNC Vietnam for each study.
  • Maintain the accounting records filing system, not limited but including soft and hard copies of the followings:
  1. Accounting Company file (Quick books).
  2. Financial reports.
  3. Accounting vouchers (Payment/ Receipt and JE voucher and supporting documents).

2.     Support in budget development and management

• Support in developing component budgets for new project/ studies.
• Track the expenses versus budgets of current studies
• Develop the site budgets, manage and track the site budgets during the project implementation.
• Track the expenditures versus budget by each study.

3.     Support in partner contract management

• Develop budget for partner
• Draft the MOU, agreements, contracts with partner
• Make the advances for partners and review their financial documents and reports to settle the advances

4.     Goods and Service Procurement and Inventory

• Prepare and review purchase requests for procurement of project teams and seek for needed approvals;
• Be responsible for procurement of goods and services and supplies for studies sites and for UNC Office;
• Be in charge of purchase orders/ contracts with local external suppliers (negotiating, drafting, submitting for approval, checking the service completion status);
• Maintain and monitor to ensure the validity of all administration service contracts (including IT, telephone network, office equipment maintenance contracts…);
• Support Senior Admin and Finance Officer with property management; Label office property and annual property physical count;
• Update and maintain assets/ expendable inventory book

5.     Administration and Logistics

• Prepare official letters to report to relevant agencies/ partners regarding foreign experts’ trips to Vietnam as well as other official letters if required;
• Deal with incoming/outgoing pouches/mails/fax request and deliver to relevant addresses;
• Register incoming and outgoing correspondence in appropriate logbooks;
• Maintain and update the contact list;
• Develop and maintain a filing system;
• Provide administrative and logistic arrangement to meetings, training/workshops and other office events;
• Translate the documents if needed and required.

6.     Travel Arrangement

• Arrange business visas for foreign experts via PACCOM;
• Draft working schedule/ agenda for experts and visitors;
• Perform timely & proper domestic travel arrangements including transportation arrangements for staffs, experts and visitors;
• Pick up foreign experts from the hotel to the office or take them to meetings during their visits to Vietnam if required;
• Provide general support to visitors

7.     Personnel Administration Assistance

• Update and maintain annual leave balance for national staff;
• Arrange and follow up with the preparation, submission, and filing of staff’s monthly timesheets;
• Check accuracy of staff timesheet and submit for approval;
• Support in recruitment process including advertising, screening, preparing interview schedule and arrange for interview panel;
• Work with IT specialist to set up user, email, and computer/ laptops for new staff;
• Support in preparing contract for site staff, consultants;
• Work with HR Officer to prepare the payroll calculation according to personal income tax regulation, labor law, and organization policy.

8.     Perform other tasks as required by Supervisor

Required qualification and skills:

• BA in Economics, Finance, Foreign language or equivalent experience in relevant fields;
• Minimum of 5-year relevant experience in office administration and accounting;
• Experience working in an international NGO, multilateral agency, or donor context preferred;
• Procurement skills and experience;
• Attention to detail;
• Team spirit, flexibility, commitment, and the belief that no task is unimportant;
• Be able and open to learn new knowledge;
• Fluent spoken and written English;
• Good computer and MS Office skills;
• Experience with Quick Books Pro accounting software is an advantage.

Salaries and Benefits:           Competitive salary

How to Apply:

Interested candidates are invited to email a cover letter with contacts for three references and a CV to Mrs. Luong Thi My Ly at [email protected] (in the subject line, please put “Admin and Finance Officer_Fullname”), or by post to the UNC office at Room 407-408, Building A2, Van Phuc Diplomatic Compound, 298 Kim Ma street, Ba Dinh district, Hanoi no later than 18 September 2022.

We are sorry that only short-listed candidates will be contacted for interview.