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Heartbeat Vietnam Program Coordinator and

4 weeks ago

Ho Chi Minh City, Vietnam VCF Full time

**JOB DESCRIPTION**

**Job title**

:
HEARTBEAT VIETNAM (HBVN) PROGRAM COORDINATOR AND ACCOUNTING ASSISTANT

**Reporting to**

:
HBVN Program Manager & Director

**Location**

:
Ho Chi Minh City, Vietnam

**Time**

:
August 2023

**GENERAL RESPONSIBILITY**:
This position supports the HBVN program with its component programs, including Family Grant, Continuing Care and HBVN’s Scholarship. He/she also takes care of the reception area, receives cash donations, takes care of donors as assigned by HBVN Director/Manager and supervises the volunteer team for HBVN and Grassroots Program events. He/she is the person in charge of accounting for the HBVN team.

**RESPONSIBILITIES**:
**Program Coordinator of Heartbeat Vietnam**
- Manage three component programs of Heartbeat Vietnam, including Family Grant, Continuing Care, and HBVN’s Scholarship, specifically:

- Verifying the beneficiaries and contacting the family to process the grant timely and appropriately
- Following up on the children’s health status
- Updating the database timely
- Processing cash advance, disbursing the grants, and preparing reports monthly
- Filing the supporting documents appropriately and sufficiently;
- Prepare the biography of the beneficiaries and report to the donors (as assigned by the Manager/Director);
- Be on-time and well-ready for the reception, including receiving the phone call and transferring it to the appropriate person-in-charge; welcoming guests to the VCF office;
- Report directly to the Director/Manager when required for different kinds of reports: government report, internal report, public report on social media, donor report, etc.;
- Support HBVN Manager/Director with any other assigned tasks.

**Accounting Assistant**
- Ensure the accounting documents the completeness and reasonableness of accounting documents from the hospitals to comply with legal requirements and VCF’s internal requirements, specifically:

- Receiving information and accounting documents from the hospital partners and the stakeholders;
- Reviewing the provided information and documents to ensure the completeness and sufficiency of the invoices and supporting documents
- Request the hospital partners and the stakeholders to correct the supporting documents (when needed)
- Following-up the pending cases and invoices with the hospital partners and the stakeholders;
- Reconcile the payable amount with the finance department of the hospital partners and stakeholders;
- Prepare payment requests for the hospital partners and stakeholders to ensure the payments are proceeded on time;
- Cross-check the payments and inform hospital partners and stakeholders once VCF settles the payments;
- File the accounting supporting documents appropriately and sufficiently;
- Report Account Payable to the HBVN team & Director of Finance Services on monthly basis;
- Receive cash donations from the donors, deposit them to the bank and send the report to the finance department; proceed with the receipt/thank you letter when needed.

**REQUIREMENT**:

- Passion for and familiarity with the nonprofit sector and our mission
- Bachelor's Degree
- Minimum two years of working experience in accounting and project management
- Good working knowledge of Speaking/Reading/Writing both English and Vietnamese
- Proficiency in Windows, including MS Word, EXCEL, and PowerPoint
- Good at work management, time management, problem-solving skills and analyzing skills
- Planning skills: financial strategic planning and budget development
- Experience working with international NGOs is a plus
- Ability to work in a team and independently; willingness to put in extra work when needed for events and projects
- Travel may be required occasionally

**HOW TO APPLY**:

- Application Deadline**:Sept 20, 2023**.
- Job Details

**Organisation Name**:

- VCF**Location**:

- Ho Chi Minh**Application Deadline**:

- Wed, 2023-09-20

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