Vn - Finance & Administration Manager

1 week ago

Hanoi, Hanoi, Vietnam Church World Service Full time
The CWS office in Vietnam is seeking a dynamic Vietnamese individual to fill the position of Finance and Administration Manager with key job responsibilities as below:

Title:
Finance & Administration Manager

  • Report to: Country Representative
  • Location: Hanoi

R.

1:
Finance Management
T.1 Supervise overall financial operations of office

  • T.2 Review and maintain Finance Policies and Procedures Manuals
  • T.3 Ensure staff and partners follow Finance Policies and Procedures
  • T.4 Ensure CWS Vietnam accounting be compliant with Vietnam's law and Donors' regulations
  • T.5 Manage all Head Quarter financial requirements
  • T.6 Maintain a proper system of CWS salary grid and Salary review
  • T.7 Develop and Review CWS Vietnam annual budget for office and program
  • T.8 Assist in development of budget for new proposals as requested
  • T.9 Prepare and ensure the accurate fund balance of all sources
  • T.10 Manage financial reporting in period to Vietnam government authorities, CWS and Donors

R.

2:
Account Work

Office Account Work

  • T.1 Be responsible for office service expenses. Ensure all office expenses be paid on time
  • T.2 Monitor bank transaction. Review reconciliation monthly.
  • T.3 Monthly data input to SAGE
  • T.4 Monitor staff advances and local partners' advances
  • T.5 Monthly issue financial reports
  • T.6 Manage accrual accounts
  • T.7 Maintain database of financial records and its backup
  • T.8 Manage financial filling systems
  • T.9 Pay national staff salaries, personal income tax, and insurances
  • T.10 Run yearend closing procedure
  • T.11 Work with external auditing company to produce annual auditing report

Partners' Account Work

  • T.1 Lead and conduct finance internal audit to all CWS Vietnam projects
  • T.2 Review and analyze quarterly partner financial reports
  • T.3 Review and followup checking of partners' bills, invoice, procurements and construction
- contracts in cooperation with Program Team

  • T.4 Responsible for finalization of Quarterly Project Balance sheets of all CWS projects
  • T.5 Provide training to partners on Finance Policies and Procedures, including quarterly
- reports, account codes, policies on procurements and constructions

R.

3:
Administration Management

  • T.1 Supervise overall administration operations of office
  • T.2 Liaise with People's Aid Coordination Committee (PACCOM) on administrative and legal issues
  • T.3 Coordinate the preparation of annual reports/semi annual reports and MOU/Permit extension to PACCOM
  • T.4 Manage inventory of office equipment and equipment maintenance
  • T.5 Ensure the "Equipment Remove Form" is completed when staff take equipment out of office
  • T.6 Ensure the safe password is changed every second month
  • T.7 Maintain insurance for CWS Vietnam assets
  • T.8 Manage office key security procedures
  • T.9 Oversee office and vehicle security procedures
  • T.10 Report any incident that affects office security to Representative
  • T.11 Ensure organizational security guidelines are being followed

R.4 Human Resource Management and Supervision

  • T.1 Ensure staff and partners adhere to CWS Vietnam policies and procedures
  • T.2 Assist in updating Personnel Policies and Procedures Manuals
  • T.3 Prepare standard employment contract and contract extensions for all staffs
  • T.4 In cooperation with management team prepare JDs for all national staff
  • T.5 Provide induction for new staff on personnel policies and procedures
  • T.6 Maintain secure hard copies and computer HR files on all staff. Ensure all job descriptions, contracts, and other personnel documents are up to date
  • T.7 Maintain timesheets and other HR benefits records
  • T.8 Organize and facilitate yearly HR Day
  • T.9 Hold Staff Annual Appraisals for staff reporting to F&A Manager.
  • T.10 Act as point person for recruitment of new staff. Maintain CVs of interview and unsuccessful
  • T.11 Manage correspondence with Diplomatic Service Company (DIPSERCO) regarding any HR change
  • T.12 In cooperation with Program Manager develop staff training schedule
  • T.13 Supervise Finance and Administration Team in line with CWS management policies
  • T.14 Act as Officer-InCharge (OIC) when requested

R.5 General

  • T.1 Active participation in Staff and Management Team (MT) meetings.
  • T.2 Translation and interpretation as required
  • T.3 Participate in NGOs Working Group

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