Finance & Administration Manager, Vietnam
KEY INFORMATION
Job Title: Finance & Administration Manager
Sector: Women’s Economic Empowerment, Agriculture, Clean Energy
Position Type: Full-time
Duration/Level of Effort: Long-Term
Position Location: In-Person
SUMMARY OF PROJECT
The SMEs Promote Resilience, Inclusion and Innovative Transformation (SPRINT) Program is a flagship initiative of Global Affairs Canada and will be implemented by Cowater International Inc. in the province of Yen Bai in northern Vietnam. The Program aims to improve the socio-economic well being of ethnic minority women working in the agricultural sector by elevating their economic status, leadership and agency including through the promotion of clean growth. The program will implement a series of interventions designed to strengthen the performance of EMW led MSMEs, cooperatives and producer groups in select value chains. The primary beneficiaries are women living in the province of Yen Bai, while an overarching emphasis is placed on the inclusion of women from ethnic minority communities.
The Program is scheduled to run for a duration of 6 years from 2023 till 2029. It will respond to critical skills and knowledge gaps and incentivize the innovation and adoption of Renewable Energy (RE) and Energy Efficient (EE) solutions among EMW led businesses.
SUMMARY OF POSITION
The Finance and Administration Manager will manage the Program’s finance, human resource, administrative, procurement and logistics functions in support of SPRINT’s Women’s Economic Empowerment (WEE) mission in Vietnam.
The Finance and Operations Manager will have oversight of all operations functions of the Program and will work closely with the Program Team Leader in Hanoi and Cowater’s Senior Project Manager in Canada to ensure that the Program is implemented with strong financial, governance, and administrative principles. The Finance and Operations Manager will also manage the performance of all administrative and financial staff and will support the annual planning and budgeting processes and preparation of program reports.
KEY RESPONSIBILITIES
Program Mobilization and Management
- Contribute to all activities as required to set up the program office in Hanoi, including management of relevant procurement processes and establishment of office permits;
- Lead the establishment and implementation of business processes and procedures and operations, including training and oversight on adherence of the Processes and Procedures Manual, Finance Manual, Security Plan and tools to ensure overall efficiency of systems and processes and in compliance with Donor and Cowater safeguards and policies;
- Oversee and manage procurement plans and strategies in collaboration with the Cowater Senior Project Manager to manage tender activities—including development of scope of services, specifications, basis of payments and forms of contract—in accordance with Program guidelines;
- Establish, maintain, and oversee a functional and secure IT system which meets Program requirements; and
- Oversee the security operations and staff briefings in relation to security and advise the Team Leader and Cowater Project Manager of any related issues.
Program Financial Management and Administration
- Prepare project budgets in coordination with the Team Leader and Program’s Technical Team
- Manage and maintain accounting and finance records for all grants and program activities
- Oversee accounting and payment of all program invoices
- Track spending totals and provide regular forecasting projections and financial reports as needed
- Establish robust and transparent grants procedures in line with GAC and Cowater guidelines
- Assess financial and administrative capacity of partners, subcontractors, and grantees and train and coach them to enhance their capacity in these areas
- Manage the Due Diligence process for new partners and beneficiaries
- Assume overall responsibility for program administration including operational, logistical and administrative policies and tasks needed by the program in compliance with Cowater and GAC regulations
- Ensure maintenance, quality checks of accurate financial reports and quarterly budget forecasts on program implementation;
- Work to develop the finance team’s capacity in financial management and reporting;
- Oversee the financial management and accounting system, including fraud control and audit procedures;
- Ensure expenditures are in accordance with the approved annual plan and implemented with strong financial, administrative and governance principles
- Oversee all services related to the tendering, contracting, contract supervision, contract monitoring and financial management of activities identified in the annual plan; and
- Respond to financial audits – including preparation of supporting schedules and information, consolidated reports, and documentation.
Planning and Reporting
- Provide budget development support to the Team Leader and the Cowater Senior Project Manager for the annual planning process; and
- Work with the Team Leader, Monitoring Evaluation and Learning Adviser and the Cowater Project Manager to develop and deliver quality six-month narrative progress reports and quarterly financial reports.
Program Logistics
- Provide supervision to all administrative and logistical arrangements for meetings and forums; and
- Ensure provision of any other necessary logistical support for activities – such as arranging venues for seminars or workshops, producing and distributing workshop materials, and arranging logistics for participants.
- Coordinate security of incoming international experts, guests, and Cowater personnel and property
Human Resources Management and Contracting
- Oversee the staff performance assessment process for all personnel in collaboration with the relevant supervisors;
- Oversee the induction of new staff ensuring personnel are briefed with the program policies including on gender, disability, fraud, anti-corruption, child protection and the environment; and
- Ensure any locally sourced technical assistance is engaged in accordance with local labour laws and the market.
Program Risk Management
- Contribute to the ongoing assessment of and response to program and corporate risks;
- Proactively monitor and report on risks and implement mitigation measures in consultation with the Team Leader and Cowater Senior Project Manager; and
- Ensure that Cowater’s corporate interests are respected, including adherence to all relevant policies, procedures, systems and protocols
REQUIREMENTS
Education:
- University degree or post graduate qualifications in finance, accounting, business administration, or another relevant discipline;
Minimum Experience
- At least 7 years experience in donor-funded project management and implementation as part of large-scale and complex international development initiatives in Vietnam, including but not limited to:
- establishment and management of administrative and reporting processes and procedures;
- management of relevant tendering, contract, and procurement processes; and
- recruitment and human resource management.
Desired Experience
- Experience in Women’s Economic Empowerment (WEE) projects; and
- Experience working with donor organizations including GAC, USAID, DFID, DFAT, and the World Bank.
Essential Skills:
- Excellent project and financial management skills and knowledge of all areas of project management;
- Ability to work under pressure and manage competing priorities within a dynamic environment;
- Ability to identify opportunities for operational efficiencies and process improvements;
- Strong understanding of international assistance funding, and related procurement, grant and project management procedures;
- Strong understanding of the government systems and the operating context; and
- Excellent written and oral communication skills in English and Vietnamese.
APPLICATION PROCESS
Candidates are encouraged to apply by 9 February 2023/as soon as possible via this link: Cowater International Career Opportunities - Cowater International [1]
For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.
Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
We thank all applicants, however only those shortlisted will be contacted.
ABOUT US
With more than 35 years’ experience, Cowater International is a global leader in management consulting services specializing in international development and has managed the implementation of over 800 projects in more than 80 countries around the globe. We work with governments, partner organizations, communities and civil society to design and implement sustainable solutions that generate lasting social, financial and environmental impacts. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017. Headquartered in Ottawa, Canada, Cowater International also has corporate offices in Montreal, Quebec; London, United Kingdom; Nairobi, Kenya; and Brussels, Belgium, in addition to project offices in a wide variety of other locations across Northern and Sub-Saharan Africa, the Middle East, Latin America, the Caribbean and Asia.
We thank you for your interest in building a better tomorrow with Cowater International.
Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.