Admin. & Finance Officer – Humanitarian Programme

Oxfam is an international confederation of 15 organizations working together in 98 countries and with partners and allies around the world to find lasting solutions to poverty and injustice. In Vietnam, Oxfam is recognized as one of the leading international NGOs, especially in rural development, disaster risk reduction and humanitarian response, civil society development, ethnic minorities, and women’s empowerment.

They are looking for an experienced and dynamic Vietnamese citizen to fill the following position

ADMIN & FINANCE OFFICER – Humanitarian Programme
DRR/CCA projects in Mekong Delta

(Oxfam Great Britain - Level D2)
Reference number: INT5230
The post is offered three years contract (extendable), based in Ben Tre but with frequent travel.

The Role: To manage the project services, including office administration, logistics and finance.

Reports to:       Project Manager
Staff reporting to this post: N/A

GENERAL RESPONSIBILITIES
Responsible for the project’s day- to-day financial management, book keeping, following financial systems, overseeing financial operations and reporting, cash disbursements, partner’s financial reporting, facilitating internal and external audits, logistic tasks.

KEY RESPONSIBILITIES:
Office Administration and logistics:
1. Office system: update/draft and follow up administration and personnel policies, procedures and guidelines for the project office and ensure they are maintained Ensure  project filing and information system in the office is maintained and updated.
2. Logistics: ensure that processes of purchase, maintenance and updating of assets list, inventory of office equipment and furniture, vehicles, and the import of goods are implemented smoothly.
3. Communication with Hanoi office to ensure good communication relating to all office administration quickly and efficiently.
4. Liaison with the local Vietnamese Government, to assist in complying with the local Government requirements for NGOs in Vietnam.
5. Personnel files: maintain and update personnel files of all project staff and leave record.
6. Ensure social/health procedures are well followed up and properly updated in a timely manner

Finance/Accounting:
1. To visit partners: quarterly check partner expenditures (invoices, quotation, contracts…)  and regular monitor partners’ activities.
2. To provide training/coaching to partner project accountant in order to comply with Oxfam’s financial procedures and advice partner  accordingly.
3. To handle the accounting documents/records and make monthly expenditure reports of the project office.
4. To support the annual budgeting process and support programme finance staff in Hanoi
5. To be responsible for preparing and analysing partner's budget, preparing payment orders for fund transfer, monitoring partners fund management and auditing.
6. Maintain and monitor partner’s payment and reporting.
7. To check partners’ budget details, grant payment orders and grant transfer notice ensuring that all conditions and verification have been met appropriately. Consult with project officers when necessary and liaise with Hanoi programme finance officer as needed.
8. Ensure all banking transactions are in compliance with Oxfam’s financial guidelines.
9. Maintain project cash and do cash count according to Oxfam’s financial guideline every week.
10. Send monthly financial report to Hanoi Office according to the guideline.
11. Undertake any project related responsibilities requested by the Project Manager.

Oxfam general:
1. Actively participate in the implementation of Performance Management, including objective setting, performance review, upward feedback and personal development plans. Ensuring relevant aspects of Oxfam ’s work in Vietnam e.g. gender equity is reflected in your objectives.
2. Ensure implementation of Oxfam’s operational policies, procedures and guidelines, especially gender equity, in all aspects of Oxfam’s work.  With support from technical advisors and programme service staff as needed.
3. Be a member of Oxfam’s team; participating in appropriate staff meetings, planning sessions and on-going liaising as needed.
4. Adherence to Oxfam’s code of conduct.

SKILLS & COMPETENCIES:   
- Vietnamese national (Applicants of Mekong Delta are encouraged to apply).
- University degree, preferably accounting or finance. At least 3 years of experience in similar positions. Experience in office/business management, including logistics, admin and accounting and information systems, specially in finance and accounting.
- Results oriented;  accurate; mature and reliable.
- Ability to work closely with programme staff, while ensuring the needs of finance tasks are finished in a timely manner.
- Ability to manage and work independently and efficiently.
- Good communication skills, and ability to work with people of all backgrounds.
- Computer literacy and experience with computerization information (including spreadsheet, databases) and accounting system, familiar with software Windows and e-mail software
- Basic English and good Vietnamese language .
- Previous experience in a development and/or international organizations.
- Good understanding and practical experience in application of equity issues (Gender and diversity).

Behavioural Competencies
Job Specific
Thinking and understanding
Working effectively with other

Gross Annual Salary Range:        US$ 10,000 – US$ 12,000 
The closing date for application:      March 11th, 2012

How to Apply:
Interested candidates can apply online, please visit: http://www.oxfam.org.uk/jobs (page Work with us - Current Vacancies, quote reference: INT5230  Application Form is under article “MORE INFO”) or send a cover letter, Application Form, and copies of relevant degrees to:

Oxfam Great Britain, Floor 5, 22 Le Dai Hanh, Hanoi
Email: [email protected]
Oxfam offers an attractive benefit package. We regret that only short-listed applicants will be contacted.
Oxfam is an equal opportunity employer.