General Accountant, HR and Admin assistant

Position

Division

 General Accountant, HR and Admin Assistant

Vietnam Office

Section/Unit

Vietnam  Office

Reports to

Program Manager, Vietnam

Subordinates

None

Place of work

Kenan Hanoi

Overall responsibilities

Work closely under supervision of Program Manager in Vietnam with supports from Deputy Finance Manager, HR Manager and Admin Manager based in Bangkok to ensure finance and accounting transactions are completely and accurately recorded, and managed according to generally accepted accounting principles, local and international’s policies, as well as the administrative function running smoothly and effectively.

Key tasks and responsibilities

1.      Develop/revise and ensure the accounting system running in a good manner and in line with Kenan’s policy, donors’ and Vietnam government requirements:

• Assist in setting up and managing the accounting system for the Hanoi Representative Office.
• Ensure accuracy, completeness, and conformance of accounting transcations and documents. 
• Assist in updating guidelines related to operation and financial management.
• Coordinate between the Hanoi Representative Office and Bangkok Head Office regarding finance and accounting matters and internal process.
• Establish effective filing system for all finance and accounting documentation for tracking and audit purposes.

2.      Handle all finance and accounting tasks:

• Examine accounting transactions and prepare related accounting vouchers (RV, PV, APV, JV) and ensure adequacy of supporting documents.
• Prepare invoices and receipts to clients/donors.
• Manage cash advance payments and reimbursements given to/received by the staff.
• Check day-to-day expenditure and encoded them to the related  expenditure category and program/project to ensure all payments are  properly and accordingly recorded.
• Record all accounting transactions into the accounting software system, using double entry accounting method.
• Collect and provide financial information for preparing reports to donors, preparing project proposal, and auditing.
• Prepare monthly Budget to Actual report including analysis of major discrepancies between budget and actual.
• Prepare other financial reports upon request.
• Prepare monthly bank reconciliation and details for accounts.
• Participate in budget preparation.
• Reponsible for monthly payroll preparation and salary allocation report. 

3.      Manage treasury tasks:

• Monitor cash flow of the Hanoi Representative Office to ensure sufficiency of cash for operation.
• Record and maintain fixed asset register, together with affixing asset label and periodical physical checking.

4.      Ensure that all tax documentations are properly done and submitted to the related Vietnam government units, including: performing Personal Income Tax (PIT), insurance and allowances payments for the Vietnamese staff and its strategic partners.

5.      Oversee the Hanoi office administration and HR procedures inlcuding:

• Preparing project documents and reports to meet the local authorities and the local context and legal requirments from local partners for obtaining the project work permits and Kenan opeartion permit whereas needed and its strategic partners
• Support the Program Manager in managing the Public Relations with the authorities for the smoothly adminitrative program running including report to PACCOM and other relevant authorities
• Supervising Vietnam administration
• Monitor the filling system of the Vietnam Office to meet the clients’s needs and the Govement of Vietnam.
• Make sure and preparation all for new and regisnation staffs
• Consult with BKK to prepare employment contracts, end of contracts; arrange insurance/medical check-up for all staff in Vietnam office.
• To support Program Manager for preparation and participate in the carry out of any recruitement process for staff whenver required, advise and brief  BKK team and VN Program Manager on differenct types of contracting modalities, HR policies and benefits in Vietnam.
• To inform BKK team and VN Program Manager on HR policies in accordance with law and general practices in Vietnam.

6.      Perform other duties if required. 

Key performance indicators

• Good management of the accounting system
• Data accuracy of all transactions and double entry bookeeping
• Completeness of work plan
• KPI Setting for accounting services timeline, service level agreement
• Internal Client Feedback and management inputs

Qualification

• Minimum Bachelor Degree of Accounting, Economics, Business or related fields
• Good background of accounting principle
• At least 3-5 years of direct accounting and administration work experiences.
• Ability to work with a minimum supervision, exercise judgment, meet deadlines and work under pressure.
• Good in English.
• Good communication both English and Vietnamese