Finance and Administrative Associate

INTERNATIONAL LIVESTOCK RESEARCH INSTITUTE

Finance and Administrative Associate
REF: FAA/01/2021

The International Livestock Research Institute (ILRI) seeks to recruit a Finance and Administrative Associate to provide quality and efficient service for its regional office in East & Southeast Asia.

ILRI works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. www.ilri.org

Responsibilities

1. Cash Management

• Prepare the monthly bank reconciliation by 30th of every month and follow up on any reconciling items.
• Prepare quarterly cash projections and seek the approvals before submitting to Head office for payment.
• Prepare monthly petty cash reconciliation and submit approved petty cash certificate to Headquarters by 30th of every month including supporting documentation per policy

2. Payments and record keeping

• Review & process travel advance request for country & project staff and in accordance with policy and ensuring that all expenses are supported by receipts and scanned copies attached in the financial system (OCS).
• Timely processing of other payments claims payable, consultants, staff personal accounts withdrawals, supplier invoices, payroll deductions and other payments.
• Ensure that all payments are fully supported as per institution policies
• Book payments in the financial system, attach soft copy of the supporting documents and notify the Finance Manager/Officer at the headquarters for posting of the journal.
• File copies of the supporting documents and keep soft copy on file for all transactions.
• Ensure prepayments are reconciled and cleared on time, follow up on long outstanding items
• Follow up and liaise with bankers, vendors, staff, partners, ILRI finance etc. consistently for all the financial and accounting related matters and timely settlements.
• Manage office assets/ inventories and provide updates on regular basis
• Coordinate with the Finance Manager at the headquarters to have country prequalified vendors accounts created in the financialsystem(OCS)
• Coordinate with the Finance Manager at the headquarters to have consultant accounts created in the financial system (OCS)

3. Staff account management

• Maintenance of staff accounts that reflect correct position with respect to staff transactions
• Carry out monthly aging routine for staff accounts and make relevant recommendations
• Carry out monthly allocation of staff accounts and ensure relevant adjustment journals are passed.

4. Reporting, budgets and workplans

• Support in preparing annual budget for ILRI East & Southeast Asia office and monitoring and evaluating its on monthly basis to ensure accurate postings and smooth operations
• Submit monthly field return to ILRI HQ, while attaching all the required supporting documents in the financial system (OCS).
• Review staff Travel Advance budgets, Travel Expenditure Report (TER’s) & Project/workshop expenditure reports
• Ensure that expenses are coded correctly and charged to the correct project code
• Coordinate with HQ on any projects that may be ending to ensure all expenditure is captured prior to closure
• Assist with budget proposal preparations
• Assist with implementing and maintaining internal financial controls and procedures
• Assist financial and accounting aspects for projects running in the region as required.
• Assist in annual institute auditing process and project specific audits

5. Administration responsibilities

• Manage office car schedule and in charge of transportation recharge calculations
• Handle logistic organization of workshops/ conferences/ trainings/ field work
• Prepare travel agenda and visa application for the Regional Representative’s travels.
• Arrange visas, flight tickets, accommodation and car rental for staff’s travels domestically and internationally
• Assist IRS/ short-term volunteers/students in locating suitable housing
• IT support for the office
• Perform any other relevant duties as assigned by the supervisor

Requirements

• Bachelor’s degree in a business-related field
• Minimum 3 years of relevant work experience
• Proficiency in computer skills, including sound knowledge of Microsoft Office
• Strong English and Vietnamese language skills, both written and spoken
• Strong interpersonal and communication skills
• Excellent multitasking skills, organized and flexible
• Willingness to undertake occasional travels when required
• Work experience in non-profit or international organizations
• Work experience within the CGIAR system is an advantage
• Knowledge of computerized accounting software required – preferably Agresso

Terms of Appointment

The position level is HG12 and open to Vietnamese nationals only. ILRI offers a competitive salary and benefits package for ILRI’s Nationally Recruited Staff.

Post location: The position will be based in ILRI Hanoi Office, Vietnam

How to apply: Applicants should send a cover letter and CV explaining their interest in the position, what they can bring to the job and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Director, People and Organizational Development through our recruitment portal on or before 30 January 2021. The position title and reference number REF: FAA/01/2021 should be clearly marked on the subject line of the cover letter.

We thank all applicants for their interest in working for ILRI. Due to the volume of applications, only shortlisted candidates will be contacted.
ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). ILRI also does not concern itself with information on applicants' bank accounts.

To find out more about ILRI visit our websites at http://www.ilri.org

ILRI is an equal opportunity employer.

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