Administrative Officer/Finance

VACANCY ANNOUNCEMENT

As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. We work in a variety of fields and support our cooperation partners in designing strategies and meeting their policy goals. GIZ Viet Nam is currently engaged in three priority areas: 1) Vocational training; 2) Environmental policy and sustainable natural resource use; 3) Energy and additionally in the area of Macroeconomic Reforms / Green Growth. For further information please visit our website: www.giz.de/viet-nam.

The German Government, through GIZ, supports the Vietnamese Government in engaging in digital transformation that is sustainable and human-centered. The Digital Transformation Center Vietnam is part of a global initiative of the German government to enable local innovation worldwide. We do so in three focus areas: Green Tech, Industry 4.0 and emergent technologies with a focus on AI and big data.

As part of the German support, the Global Programme "Pandemic Preparedness and Response, One Health" aims at strengthening the capacities of epidemic prevention and control at national, regional and global level through a One Health approach. In Vietnam, the focus of the Global Programme is on improving IT solutions for the cross-sectoral work of various ministries on pandemic prevention. The ministries relevant to One Health and their departments will be supported in developing models for an improved surveillance system, in order to counteract the fragmentation and incompatibility of data systems, to improve data quality and to achieve meaningful data sets. Using the One Health approach, the capacities for disease surveillance and health data analysis will be enhanced. 

The project is looking for a qualified, local candidate to fill the following position:

Administrative Officer/Finance

Duty station: Hanoi

Duration:01. January 2022 until 31. March 2024

The Administrative Officer/Finance will split their time between two main projects, the Digital Transformation Center and the the Global Programme "Pandemic Preparedness and Response, One Health" (including full projects with respective Project Numbers as well as Service Packages for implementation of activities under GIZ global programmes).  As a result, the Administrative Officer – Finance performs the following tasks across all projects under close supervision of the Head of Digital Transformation Center Vietnam and the local coordinator of the Global Programme "Pandemic Preparedness and Response, One Health"with the following main responsibilities and tasks:

Main responsibilities:

• Implementation and monitoring of the financial accounting system such as budget preparation and monitoring, cash flow forecasting and monitoring, cost monitoring etc. for the Digital Transformation Center Vietnam and the Global Programme "Pandemic Preparedness and Response, One Health" in line with GIZ standard procedures
• Ensuring that the financial services within the projects are carried out in accordance with GIZ financial and accounting guidelines and with standard procedures for project accounting systems
• Effectively coordinating with the technical officers in the Digital Transformation Center Vietnam and the Global Programme "Pandemic Preparedness and Response, One Health" as well as with colleagues of the finance section at GIZ country office, the financial controllers of the Global Programme "Pandemic Preparedness and Response, One Health" and the Global Programme “Digital Transformation” in head office or the finance department at GIZ head office
• Ensuring effective and efficient communication and flow of information within the projects
• Supports technical officers in preparation and administration of local contracts

Details Tasks

1.       Financial Administration and Accounting

• Prepares monthly budgets of the assigned projects in both the Digital Transformation Center and the Global Programme "Pandemic Preparedness and Response, One Health" and tracks variances;
• Carries out the accounting for the assigned projects on the basis of WINPACCS cashbook software;
• Prepares vouchers for book-keeping of the projects, indicates their cost classification;
• Daily checks and updates the cash books (bank and petty cash transactions) of the projects;
• Arranges administration of (petty) cash payments and reports of the projects;
• Sends bookkeeping reports of the projects to GIZ country office at the end of every month;
• Supports team members in administrative tasks, organizing the transport of visitors and making hotel and Ticket bookings and processes national travel expense statement for NMA and counterparts;
• Assists in the organization of events, workshops and meetings;
• Prepares and controls monthly projects journal reports;
• Maintains proper and confidential filing of finance related documents;
• Prepares for the internal control, checklist A and C, once or twice per year for each project; internal audit and external audit (when required).

2.       Financial Management and Monitoring

• Monitors costs according to the projects’ monthly requirements using the specific cost-monitoring and reporting systems that have been by the projects;
• Monitors the daily cash flow records and the level of liquidity of projects;
• Handles petty cash and all bank-related matters;
• Checks and executes cash and bank payments for incoming invoices (telephone, office rental, internet…) and collects/prepares proper receipts;
• Verifies correctness of vouchers, including supporting documents;
• Checks correctness of cost-output-allocation of vouchers;
• Supports the financial and contractual administration of local subsidies;
• Settles and administratively monitors local grants, appraiser and service contracts;
• Manages and monitors the monthly accounting and financial plans using SAP system, when required.

3.       Contract Management

• Supports and advises the technical staff of the projects and the country office in the preparation of tender documents and contract processes as well as budget adjustments for expert and service contracts;
• Supports the monitoring of contract implementation (correctness of invoicing, payment schedules, etc.).

4.       Other duties/additional tasks

• Manages the inventory of the projects using onsite asset software;
• Supports the preparation of meetings, field visits, travels;
• Carries out other admin duties as requested by her/his supervisor.

Minimum requirements:

• University degree or equivalent in a relevant discipline such as finance and accounting, business administration
• At least 3-5 years of professional working experience in the area concerned; experience in a similar position in a project/ programme in international development cooperation is an asset
• Strong experience in finance monitoring and budget planning
• Strong experience in operating accounting software, SAP is an asset
• Experience in financial management of local subsidies/ grants is preferred
• Full proficiency in information technologies as well as Vietnamese and English
• Excellent management, communication and interpersonal skills
• Dynamic, reliable and open-minded character having the willingness to excel and perform on a high-level under pressure and tight deadlines

Successful candidates will enjoy good working conditions, competitive benefits and compensation and favourable policies for training and development.

Interested qualified candidates are invited to send the GIZ Application Form in English, copies of relevant certificates and references, either by email (to [email protected]) or by post (to GIZ Office Hanoi, 6th Floor Hanoi Towers, 49 Hai Ba Trung Street, Hanoi, Vietnam) before 21 November 2021.

Note: Please state “Application for the Administrative Officer/Finance_DTC” in the subject line or on the envelope. The short-listed candidates will be contacted within 4 weeks after the deadline. Telephone contact is not encouraged.

Please complete all the information in GIZ Application form with link download here: https://bit.ly/3fgNWHq.

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