Administrative and Financial Officer

Job description for a full-time Administrative and Financial Officer

On 30 September 2020, USAID awarded the Strategies to Prevent Spillover (STOP Spillover) project to a Tufts University-led Consortium. This five-year project will support 10 countries to strengthen their capacity to reduce the risk of viral spillover from animal hosts to humans. Specifically, the STOP Spillover project will collaboratively design, implement and assess risk reduction interventions by empowering stakeholders to better understand and act to reduce key risks. Our approach is context-specific, evidence-based and focused on the most important vulnerable stakeholders.

In Viet Nam STOP Spillover will fully engage GVN partners and be led by a projectCountry Team and the Viet Nam One Health University Network (VOHUN), with broader stakeholders engaged in One Health Design, Research and Mentoring (OH-DReaM) working groups.

The Vietnam One Health University Network (VOHUN) was established in 2011 with support from the USAID/EPTs. The network connected 24 Vietnamese universities which specialized in different disciplines under the scope of One Health, including medicine, preventive medicine, public health, nursing, veterinary and animal sciences, environment, and food technology. VOHUN aim is empowering One Health network to
sustainably develop and deliver world leading model programs for equipping professionals with trans-disciplinary skills to address complex global issues.

Ultimately, Administrative and Financial Officer should be able to ensure project administrative and financial activities run smoothly on a daily and long-term basis of the STOP Spillover project.

General Scope of the work:

The Administrative and Financial Officer reports to VOHUN Coordinator, and Country lead of the STOP Spillover and is responsible for providing effective and efficient financial and administrative services.

Duties and Responsibilities:

Task related to Finance

• Implement financial policies and procedures.
• Establish and maintain cash controls. including deposits and donations.
• Establish, maintain, and reconcile the general ledger
• Draft all necessary administration and financial management correspondence and be responsible for follow-up
• Collect, update, and maintain financial files and records and prepare balance sheets.
• Ensure the regular maintenance and prompt repair of office equipment.
• Set up and maintain an appropriate office filing system and assets registry record.
• Prepare the necessary required financial reports at the time of requesting the advance of funds based on a corresponding work plan and budget.
• Manage funds in conformity with the administrative and financial procedures of the STOP Spillover project.
• Assist with preparation of the budget
• Prepare and reconcile bank statements
• Establish new and maintain existing supplier accounts
• Process supplier invoices
• Maintain the purchase order systems and ensure data is entered into the system
• Ensure transactions are properly recorded and entered the computerized accounting system
• Receive and verify invoices
• Process and record petty cash transactions
• Maintain the assets register
• Reconcile accounts
• Submit STOP Spillover staff timesheets for payroll processing

Tasks related to administration

• Manage office supplies stock and place orders
• Prepare regular reports on expenses and office budgets
• Maintain and update company databases
• Organize a filing system for important and confidential company documents
• Answer queries by employees and clients
• Update office policies as needed
• Maintain a company calendar and schedule appointments
• Book meeting rooms as required
• Distribute and store correspondence (e.g., letters, emails, and packages)
• Prepare reports and presentations with statistical data, as assigned
• Arrange travel and accommodations
• Schedule in-house and external events

Qualifications and Experience:

• Bachelor’s degree in Finance, Business Administration and Management, Public Administration, or related field.
• Proven work experience as an Administrative Officer, Financial Officer, Administrator, or similar role. At least 3 years of experience in the Finance and Administration role with strong interest in the field.
• Solid knowledge of office procedures, and financial management
• Experience with Financial Management Systems (FMS) software, and office management software like MS Office (MS Excel and MS Word, specifically).
• Strong organization skills with a problem-solving attitude.
• Strong communication and interpersonal skills, ability to foster networks and partnerships and good working knowledge of information and computer technology
• Attention to detail and good time management and self-organizational skills
• Ability to work autonomously, effectively managing own workload without continual guidance
• Strong interpersonal skills; commitment to teamwork and to working across disciplines, cultures, and stakeholders at all levels
• Well-organized demonstrated teamwork skills
• Commitment to ongoing professional development
• Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and mature manner
• Demonstrates strong intellectual and operational capacity
• Excellent oral and written communication skills and conflict resolution competency to manage inter-group dynamics and mediate conflict interest of varied actors.
• Maturity and confidence in dealing with senior and high-ranking members of national institutions, government, and non-government.

How to apply:

Interested candidates should submit their CV along with their application letter via e-mail to [email protected] not later than April 23, 2021.

Only short-listed candidates will be contacted.