Assistant Accounts and Administration Officer

Vacancy Announcement

Position: Assistant Accounts and Administration Officer, RECOFTC Viet Nam
Application deadline: 12 October 2022

At RECOFTC, we believe in a future where people live equitably and sustainably in and beside healthy, resilient forests. We take a long-term, landscape-based and inclusive approach to supporting local communities to secure their land and resource rights, stop deforestation, find alternative livelihoods and foster gender equity. We are the only non-profit organization of our kind in Asia and the Pacific. We have more than 35 years of experience working with people and forests, and have built trusting relationships with partners at all levels. Our influence and partnerships extend from multilateral institutions to governments, private sector and local communities. Our innovations, knowledge and initiatives enable countries to foster good forest governance, mitigate and adapt to climate change, and achieve the Sustainable Development Goals of the United Nations 2030 Agenda.

RECOFTC is inviting candidates to apply for the position of Assistant Accounts and Administration Officer. The successful applicant will be based in Hanoi, Viet Nam. The contract duration is for 12 months with a possibility of extension subject to funding and satisfactory performance. The position is for Vietnamese nationals only.

Tasks and duties

The Assistant Accounts and Administration Officer is a member of the RECOFTC Viet Nam team. The successful candidate will work under the direct guidance of the Accounts and Administration Officer, and overall supervision of RECOFTC Viet Nam Director, and liaise with RECOFTC’s Corporate Services team at RECOFTC’s main office in Bangkok, Thailand.

The Assistant Accounts and Administration Officer is responsible for processing payments and maintaining updated financial and accounting records for RECOFTC Viet Nam, and providing administrative support to the Vietnam team.

Specific tasks and duties include:

Accounts

• Review project monthly expenditure documents received from the field to ensure accuracy and completeness
• Based on simple Excel spreadsheets, monitor expenditure versus detailed budgetplan by target cantonments and partners engaged in projects
• Assist in processing payments including preparing invoices, collecting receipts and submitting to RECOFTC Viet Nam in a timely manner
• Support the recruitment of consultants and other external services, and follow up on the payment schedule for consultant agreements and service contracts
• Check and maintain financial records to settle advance payments, follow up on advances, and report to the Accounts and Administrative Officer in case of long outstanding advances
• Follow up and report on outstanding invoice settlements under projects
• Support the Accounts and Administrative Officer to administer payroll for in-country project staff
• Liaise with field teams to check project related transactions such as cash deposits and cheque receipts, and local transfers
• Perform monthly reconciliation of project funds with bank balances
• Maintain and ensure correctness of the fixed asset registration list of office equipment and stationary for which the value may be less than the fixed asset
• Participate and contribute to annual and quarterly planning, budgeting and reporting processes
• Coordinate with RECOFTC Main Office and donors regarding external and internal audit processes

Administration

• Maintain projects personnel records
• Maintain records for country program and project related matters
• Procure goods, supplies and services according to RECOFTC, donor and project policies
• Maintain sufficient stocks of office and project supplies
• Maintain filing systems
• Arrange domestic travels for national project staff to travel to provinces and travel-related payments
• Support provincial project teams for field activities arrangements
• Collaborate with admin/logistic assistants and community forestry management coordinators in the target provinces for logistics support for field activities
• Receive telephone calls and assist with placement of calls; greet visitors, answer general questions and direct individuals to the appropriate person
• Dispatch and receive project related mails, letters and official documents
• Perform other tasks as assigned by the Accounts and Administrative Officer and the Country Director

Required qualifications and experience

Essential

• Diploma or Bachelor’s degree in accounting, finance, business management or related fields
• Minimum of two years’ working experience in a similar capacity, preferably in a non-profit organization
• Familiarity with accounting, labour and auditing regulations in Viet Nam is a plus
• Knowledge and experience in systems applications and products for data processing such as SAP
• Good written and spoken Vietnamese and English
• Sound knowledge of Microsoft Office applications
• Ability to maintain confidentiality
• People oriented and results driven
• Viet Nam national only

RECOFTC’s core values

At RECOFTC, our core values are the foundation of our culture and guide all our work. In addition to job-specific skills and experience, the applicant should possess the following characteristics, attitudes and skills:

• Embrace innovation
• Adapt to, and learn from, challenges
• Collaborate with partners and stakeholders
• Nurture commitment, responsibility and ownership
• Prioritize sustainability
• Cultivate participation, social inclusion and gender equity

How to apply

Interested candidates are requested to submit a CV and a cover letter indicating why they are suitable for this position along with salary requirements and current contact details of three referees, including recent supervisors to [email protected]. Please quote the position title in the subject line of the email. Only short-listed candidates will be notified. RECOFTC has a competitive compensation package. Offers are based on salary history, relevant experience and qualifications of the selected candidate.

To learn more about RECOFTC, please visit our website www.recoftc.org

Applicants shall not be discriminated against based on ethnicity, religion, age, nationality, physical disability, sexual orientation, gender identity, color, marital status, medical condition, or any other classification protected by RECOFTC’s values and code of conduct. Reasonable accommodation may be made so that qualified disabled applicants can partake in the application process. Women are strongly encouraged to apply. Please inform RECOFTC’s Human Resources in writing of any special needs at the time of application.

RECOFTC is an equal opportunity employer and the successful candidate will be selected based on merit.

RECOFTC retains the right to offer this position at a job grade relevant to the qualifications and experience of the selected candidate.