Project Financial Analysis and Administrative Officer/Office Manager

Project Financial Analysis and Administrative Officer/Office Manager, Hypertension Control Project, Mekong Program

Tracking Code: 7441

Job Description

Please submit a cover letter with your resume in one document describing your interest in this position and how you meet the requirements. Application materials must be submitted in English and applicants must have legal authorization to work in Vietnam to be considered and confirm this in their cover letter. PATH offers a highly dynamic work environment and provides competitive compensation and benefits based on experience. Salary and benefit package are paid in VND.

NOTE: You are required to be a citizen of Vietnam to apply for this position. We WILL NOT respond to your application if you do not meet this requirement.

PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health. Working in Vietnam since the early 1980s, PATH established a permanent office in Hanoi in 1997.

PATH seeks a Project Financial Analyst and Administrative Officer/Office Manager to provide financial and administrative management to a number of projects. As a key member of the project team the Project Financial Analyst and Administrative Officer/Office Manager’s responsibilities will include:

• Provide financial and administrative support in the design, implementation, and monitoring of project activities.
• Analyze project expenses, pipeline and burn-rate, including sub-recipient financial reports, on a monthly and quarterly basis; review project expenses with Responsible Project Managers (RPM) on a monthly basis.
• Develop and manage project budgets, including proposal budgets, budget narratives, annual budgets and work plan budgets.
• Document and accurately communicate deliverables, milestones, and award compliance requirements to RPM and program staff.
• Interact with donor to ensure understanding of award requirements and obtain appropriate donor approval as required.
• Work with program staff and Headquarter staff to develop, finalize, and administer subagreements, subcontracts, MOU, consultant agreements, work orders and other related project agreements, and ensure compliance with donors and PATH policies and procedures.
• Perform sub-recipient risk assessment, document the results, findings and recommendations for improvement and follow up. Ensure the financial monitoring of all project sub-grants in accordance with proper accounting principles and donor requirements.
• Effectively communicate deliverable deadlines to sub-recipients and follow up. Orient sub-recipients to ensure understanding of donor and project regulations, cost norms and requirements.
• Manage procurement process to ensure proper planning, purchasing, mechanism and distribution of project products in compliance with PATH policies and donor regulations.
• Collaborate with program staff and Headquarters to prepare and finalize donor financial reports.
• Assist with project and donor audit process and take prompt action to improve system to respond to audit findings (if any).
• Assist project teams to prepare for workshops, trainings, meetings and other project activities as needed.
• Manage relationship with building management for smooth operation of the office; arrange for office improvements, outfitting and moving as necessary, décor and equipment upgrades. Oversee office lease.
• Be responsible for organizing office events.
• Oversee office working hours, office safety, security and emergency in close coordination with Office Manager based in Hanoi.
• Ensure office facilities functioning well; ensure office healthy and professional envinronment/arrangement.
• Supervise Program Assistant/Receptionist and office cleaner.
• Network with financial and administrative staff from other peer organizations.
• Other tasks as assigned.

Required Skills

• Excellent skills in Microsoft Excel and Word.
• Well-organized and good attention to details with follow-through skills.
• Good negotiating and communication skills.
• Proven interpersonal skills and ability to work effectively in multicultural environment.
• Good written and spoken Vietnamese and English.

Required Experience

• University degree plus a minimum of five years relevant work experience or an equivalent combination of education and experience.
• Strong experience with donor compliance and sub-recipient monitoring.
• Experience in communicating with stakeholders from distance.
• Experience managing small office.
• Good administrative and financial management experience.
• At least one year experience in supervisory role.
• Experience working with International NGOs a plus.

Job Location: Ho Chi Minh City, Ho Chi Minh [Sai Gon], Vietnam

Company Location: Vietnam, Ho Chi Minh City

Position Type: Full-Time/Regular

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