Operations and Finance Director

JOB DESCRIPTION/ SCOPE OF WORK

TITLE: Operations and Finance Director

Chemonics International seeks applications for a long-term, full time Operations and Finance Director for the USAID-funded Vietnam Action Against Plastic Pollution (VAAPP) activity. This activity aims to reduce ocean plastic pollution at its source in Vietnam through strategic approaches such as promoting the creation and implementation of data-driven policies, enhancing knowledge sharing and learning across stakeholders, promoting appropriately scaled technology and solutions, and providing technical expertise and building capacity of local governments and communities to manage waste at its source and prevent plastic pollution reaching our oceans. We are looking for Vietnamese individuals who have a passion for making a difference in the lives of people around the world. The position will be based in Hanoi.

The Operations and Finance Director will manage all aspects of finance & accounting, human resources, and administration necessary to implement project activities in Vietnam, and he/she will report directly to the Chief of Party.

Principal Duties and Responsibilities

Finance & accounting

• Provide oversight to day-to-day operations to include efficient process flows and controls over payments, cash transfers, and other cash journal entries.
• Coordinate banking operations and liaise with the bank and ensure bank and cash accounts are reconciled in a timely manner.
• Ensure all expenditures are justified and substantiated adequately and all financial transactions and practices related to VAAPP activities in Vietnam adhere to USAID and Government of Vietnam regulations.
• Oversee/ calculate tax declaration and process any tax payments, when appropriate.
• Prepare and maintain all the project financial reporting for the Vietnamese authorities.
• Oversee/manage expenses input into ABACUS (VAAPP accounting system), including appropriate entry by transaction allocation.
• Oversee the purchase of office supplies and other small to mid-size procurements.
• Prepare and submit monthly/yearly/ad-hoc financial reports to the home office and donors; respond to questions from home office accounting unit and project management unit.
• Provide financial trainings/ orientations to ensure that staff are aware of and comply with Finance policies and procedures.
• Maintain good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual.
• Provide inputs on annual work-plan, annual budget, routine, and ad-hoc reports requested by donor/s and the Home Office.
• Perform other tasks as directed by Chief of Party

Human resources

• Coordinate the recruitment processes in compliance with Chemonics established procedures including but not limited to and interview questions, and conducting reference checks, negotiating offers of employment, and collecting required documentation from candidates.
• Confirm all new hire paperwork is submitted and personnel files are complete and compliant with Chemonics policy, local labor laws, and USAID regulations.
• Support all onboarding processes by ensuring new hires are provided with adequate training and orientation regarding the project and relevant Chemonics policies in order to perform the job to the best of their ability.
• Work closely with the Chief of Party on staff communication, including policy updates, project initiatives for staff, and labor law compliance.
• Manage and administer benefits according to appropriate plans and labor law requirements, bringing any requirement changes to the Chief of Party.
• Coordinate annual performance assessment process, ensuring procedures are communicated to staff and followed accordingly.
• Ensure employee manuals are up to date and communicate changes when applicable.

Administration

• Develop and maintain basic administrative systems, including required records, to ensure compliance with USAID and Chemonics policies.
• Oversee maintenance of the physical office and procurement of all office equipment, furniture, supplies and services.
• Maintain tracking systems such as procurement and approvals; collect and review proposals/quotations from bidders and potential vendors and provides information and support to evaluation panels for non-technical procurements.
• Liaise with the home office project management unit for personnel and administrative support and reporting.
• Supervise Accountant, Finance and Administrative Assistant, Subawards Manager and Bookkeeper and track professional development.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

• Bachelor’s degree in finance, business administration, economics or other relevant field; advanced degree preferred;
• Minimum seven (7) years of experience in program administration and finance management;
• Previous professional experience with international donor programs, preferably USAID;
• In depth knowledge of the operating environment and employment regulations in Vietnam;
• Strong knowledge and understanding of USAID regulations
• Results-oriented professional capable of achieving targets and goals set in cooperation with the client, counterparts, and stakeholders;
• Demonstrated ability to work productively within a team;
• Possess excellent organizational and multi-tasking skills;
• Excellent interpersonal and communications skills, with demonstrated diplomacy and the ability to communicate effectively in a cross-cultural environment;
• Computer skills including strong knowledge of Microsoft Excel, Word and Office applications;
• Fluency in Vietnamese and English

Application Instructions

Please send your CV/resume to [email protected] by September 27, 2022. Early applications are encouraged. Please include the title of the job in the email subject line. No telephone inquiries please. Shortlisted candidates will be contacted. The protection of your personal data is important to Chemonics.

Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.