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Finance and Admin Associate

1 month ago

Thành phố Hồ Chí Minh, Vietnam International Union for Conservation of Nature Full time

Vacancy #:
- 7194- Unit:
- Vietnam Corporate- Organisation:
- International Union for Conservation of Nature (IUCN)- Location:
- Vietnam Project Coordination Office, Ho Chi Minh, Viet Nam- Reporting to:
- Mekong Delta Programme Manager- Work percentage:
- 100%- Grade:
- A3- Expected start date:
- 01 April 2025- Type of contract:
- Fixed-term (12 months with possibility of renewal)- Closing date:
- 09 March 2025 BACKGROUND

Admin, Finance, HR

IUCN, International Union for Conservation of Nature and Natural Resources, brings together states, government agencies and a diverse range of non-governmental organizations in a unique membership International Organization.

The objectives of IUCN shall be to influence, encourage and assist societies throughout the world to conserve the integrity and diversity of nature and to ensure that any use of natural resources is equitable and ecologically sustainable.

IUCN is an international organization and manages its staff in a professional manner to international standards.

SPECIFIC DUTIES

This position will be responsible for providing finance and administrative support to IUCN’s project activities in the Mekong Delta. The position will be based out of IUCN’s office in Ho Chi Minh City. The work will involve frequent travel to the provinces.

The position’s responsibilities include, but are not limited to:
Finance
- Coordinate closely with IUCN Country Office in Hanoi on all finance related matters such as payments, cash management, project equipment lists and fixed assets (if any, contract management, procurement of services and goods, and assets management.
- Record cash payment details in the approved cash expenditure worksheet (excel spreadsheet) as well as handle data entry for all accounting transactions to ERP/NAV on a daily-basis.
- Administer a petty cash account for the Ho Chi Minh Project Coordination Office and carry out regular cash count and reconciliations, including reconciliation with bank account (if used).
- Ensure timely submission of supporting documents for processing of payments, contracts, and financial reports to the Country Office.
- Advise and assist staff and consultants in the preparation of allowances and expense claims.
- By the 25th of each month, work with staff in Ho Chi Minh City Project Coordination Office to prepare cash forecast for the following month and submit to Hanoi Country Office for review and processing.
- Follow up with staff to clear outstanding advances as per IUCN policy.
- By the 5th working day of each month, review accounting reports including the cash expenditure record, petty cash book/bank book (if any) together with all supporting documents with the Country Office, Ho Chi Minh City Project Coordination Office and then submit to the Country Office in Hanoi.
- Ensure that all financial transactions are made in accordance with IUCN regulations and procedures and donor guidelines.
- Assist with audits as required; ensure that recommendations relate to financial management from auditors are implemented.
- Ensure that all records, vouchers, and invoices are properly filed and securely stored.

Administration
- Coordinate closely with the Admin and HR Associate in Hanoi to handle administrative matters, including office rentals, procurement, and timesheets.
- Ensure that office is kept clean and organized; maintain office filing system; receive and handle visitors.
- Assist staff with cash advance requests and book hotels, flights, car/taxi, etc. as required.
- Assist staff with cash advance requests and book hotels, flights, cartaxi, etc. as required.
- Ensure staff maintain timesheets and prepare and submit staff time invoices in accordance with the IUCN timetable.
- Handle logístical arrangements for workshops and other meetings.
- Translate and interpret between Vietnamese and English and v.v. as required.
- Maintain good relationship with the representative of the office owner, and ensure staff comply with any requirements

OTHER DUTIES
Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).

REQUIREMENTS
- A bachelor’s degree in finance, accounting, business administration, economics, or a related field. Additional certifications or qualifications in accounting or financial management are an asset.
- At least 5 years of relevant experience in financial management, administration, or accounting, preferably within the development sector or international organizations.
- Experience in financial transactions management, including cash payments, petty cash accounts, and payment processing.
- Strong organizational and multitasking skills, with the ability to handle various administrative and financial tasks simultaneously.
- High level of attention to detail and accuracy in financial reporting and documentation.
- Ability to maintain confidentiality and demonstrate integrity in handling financial data.
- Fluency in English and Vietnamese.
- Proficient in Microsoft Office Suite