Finance & Admin Officer

The Swiss Red Cross (SRC) is a member of the International Federation of the Red Cross and Red Crescent Societies; it is part of a worldwide network of 188 National Societies. The purpose of the Swiss Red Cross activities is to protect the lives, health and dignity of human beings worldwide, the Swiss Red Cross is active in a large number of humanitarian programmes.

The Swiss Red Cross in Vietnam works in strict collaboration with the Vietnamese Red Cross since many years in the sectors of health, rural development, disaster mitigation/preparedness, and encouraging programs to prevent and alleviate human suffering. The SRC have the intention to open an office in Hanoi for strengthening its coordination aspects, and it is looking for a highly qualified and talented Vietnamese to fill the Finance & Admin Officer position.

Job description – Finance & Admin Officer
Reporting to: Country Representative
Contract: 1 year contract (with possibility of extension)
Based: Hanoi (with frequent travel to project sites as required)

Primary Responsibilities

- To be responsible for maintaining day to day financial, accounting transactions at the Swiss Red Cross Coordination Office in Hanoi and reviewing the financial reports at project levels in order to ensure that the compliance with the Swiss Red Cross policies and procedures, and legislative requirements of the Government of Vietnam is followed.

- To work on all Swiss Red Cross Finance/Admin matters, ensuring that all financial tasks deemed necessary to meet Swiss Red Cross and Government of Vietnam reporting requirements are carried out appropriately, and so guaranteeing accountability and transparency.

- To ensure that the entire staff working in Vietnam are aware of and comply with the Swiss Red Cross Finance/Admin policies and procedures.

Accounting Responsibilities

- To create, apply, communicate, and control accounting and financial procedures and forms, ensuring that each transaction and payment has the necessary approval and justification.

- To prepare and maintain up to date the accounting system, ensuring that all transactions are duly coded, recorded and documented and entered into the accounting system.

- To dispense payments as per authorization and regulations. Check payment requests for necessary information and signatures for approval by the Country Representative.

- To control and reconcile all working advances to staff, external parties and partner organization. Follow up, together with the relevant staff, clearance of outstanding working advances to partners and clear balances regularly.

Financial Reporting Responsibilities

- To ensure a robust system is in place to identify and comply with all reporting requirements.

- To prepare and maintain monthly the cash flow projection and report to the Country Representative for financial analysis and treasury management.

- To prepare monthly standard project financial report and activity based budget versus expense project report for the Country Representative.

- To assist relevant staff in analysing monthly financial reports for their projects and to make corrections as per the instructions.

- To assist relevant staff and partners with specific accounting and financial issues and reports as needed.

- To assist the Country Representative in preparing budget and financial reports to submit to relevant authorities and the Swiss Red Cross.

Administrative Responsibilities

- To ensure uninterrupted office and project supplies.

- To provide general administrative support as required for the office management and for the projects.

- To organize and maintain efficient filing systems (hard/soft).

- To provide Human Resource supports as required (i.e. preparing payroll, taxes, leaves records...).

- To regularly communicate and develop reports, work plan, time schedule, arising problems, and results of related works to the Country Representative.

- To safeguard organizational security all access and financial information must be kept confidential and may only be communicated with the permission of the Country Representative.

- To liaise with the external contacts to assure smooth operation of the Finance at the Swiss Red Cross Coordination Office and SRC funded projects (i.e. auditors, partner organizations...).

Key Qualifications & Skills

- University or Master Degree with major in Finance or Accounting.
- Must have the knowledge of Generally Accepted Accounting Principle (GAAP) and practical knowledge of accounting and financial systems and internal controls.
- Proven experience in treasury activities, formulating and monitoring budgets and providing appropriate financial analysis to the Country Representative with respect to the financial activities.
- At least 3 years of relevant working experience.
- Proficiency in English and Vietnamese (both oral and written).
- Computer literacy and working knowledge of spreadsheet applications, and general understanding of the data processing and accounting software.
- Proactive, responsible, and careful to details.
- Strong ability to work as a part of a Team.
- Strong communication and interpersonal skills.
- Constructive mindset.
- To foresee risk factors and propose innovative and practical solutions.

Candidates are requested to submit their application in English, with full CV, a recent photograph and 03 references in English via mail to [email protected] at the latest by 5:00 PM, Wednesday 16th May 2012. Only short listed candidates will be contacted.