Finance and Administration Officer, Les 6

6 months ago

Hanoi, Vietnam ICMP Full time

**Organization profile**

Every year, millions of people around the world go missing as a result of conflict, human rights abuses, disasters, organized crime, irregular migration, and other causes. Be part of a growing international organization that is dedicated to tackling this global challenge.

The International Commission on Missing Persons (ICMP) is a treaty-based international organization with headquarters in The Hague, the Netherlands. Its mandate is to secure the cooperation of governments and others in locating missing persons. As the only international organization tasked exclusively to work on the issue of missing persons, ICMP maintains field programs throughout the world. To learn more about ICMP click here.

**Vietnam Project**
Through its project in Vietnam, ICMP will work with the Vietnamese Government to improve institutional capacity to develop and sustain an effective DNA-based system to locate and identify missing persons from the Vietnam-American war. The project will provide advanced DNA extraction and testing methods adapted to the Vietnam context and implemented in Vietnam; support a long-term strategy in coordination with the government to enhance the efficacy and efficiency of human identification efforts in the context of the Vietnam-American War, and provide training and capacity building efforts in the area of human identification.

The Finance and Administration Officer (Vietnam) is responsible for providing finance and general administrative support to the program to ensure the effective and efficient use of ICMP donor resources and ensure:

- Timely and effective management, coordination, support and pro-active implementation of financial and administrative support;
- Effective implementation of ICMP financial and administrative rules, regulations, policies and procedures;
- Efficient use of donor funds;
- Timely handling of order requests.

**Under the overall guidance and supervision of the Finance and Administration Manager, and working in close coordination with the Program Leads, the Finance and Administration Officer’s duties and responsibilities will include, but will not necessarily be limited to, the following**:
**Financial Management**:

- Process and review financial transactions in accordance with ICMP as well as local government and donor regulations Financial Regulations and Rules in coordination with the accounting technical lead;
- Ensure project and account codes and cost calculations are correct, funds are available and supporting documents are complete;
- Ensure program compliance with ICMP financial rules and donor financial management requirements;
- Manage the program cash accounts in accordance with the ICMP financial cash management policy and record transactions in the ICMP financial management system;
- Ensure the timely payment of vendors/suppliers in accordance with agreed contract terms and conditions and conduct reconciliations (A/P, A/R, Banks, cash, etc.) in conjunction with the Treasury Unit;
- Assist in the preparation of budget proposals and revisions, as required;
- Prepare financial reports for program staff and donors (including forecasts);
- Monitor budget implementation/expenditures and recommend reallocation of funds as necessary;
- Lead on donor financial reporting to related projects and internal monthly financial reporting;
- Co-operating closely with the Vietnam Program Manager,, MEAL Officer and program staff to optimize financial utilization and to provide a functional financial infrastructure in support of program implementation;
- Introduce budgets in Exact online and Procurify;
- Ensure that program financial documents are maintained/filed in compliance with ICMP policy;
- Support FAM in developing and operationalizing systems and approaches to efficiently manage financial resources;
- Act as focal point for the auditor in relation to the projects supervised;
- Maintain and update the financial tracker (donor and internal reporting, audit timeline, etc.).

**Administrative Support**
- Support program staff on financial and administrative policies and issues;
- Support implementation of the ICMP official travel policy and provide guidance and advice to travelers to ensure all travel requests are processed in accordance with the policy;
- Support program staff in the preparation of order requests in Procurify in accordance with approved donor budgets;
- Supervise and maintain the list of users in Procurify and Key travel related to the program;
- Maintain oversight of contracts and contractors to ensure current and future needs and services are delivered;
- Perform other duties as assigned

**Requirements**:

- University degree in financial management, business administration, logistics/supply chain management is desirable, and/or a professional finance or supply chain designation (e.g. CIMA);
- A minimum of five to seven years of related professional experience in finance and administrative functions in an international o

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