The Finance and Admin Officer

**The Finance and Admin Officer **is responsible for and taking the leading role in undertaking various finance and administration activities through the efficient handling of finance related work tasks, communications, information dissemination, reception, office management, general administrative support functions and provide the interpretation/translation services accurately to AHF’s international visitors and correspondences.

**Qualifications and Experience**:
Ø Bachelor’s degree (B.A.) in Finance, Accounting or related field of expertise with at least 5 years related experience and/or training or equivalent combination of education and experience.

Ø Experience in INGO Accounting work will be an added advantage.

Ø Deep accounting knowledge of end-to-end financial systems and processes

Ø Must have strong organizational skills

Ø Team player

Ø Must be able to work independently

Ø Excellent interpersonal and communication skills with focus on quality and integrity. Enthusiasm for change, flexible and adapt to a dynamic environment as a champion of change. Occasional travel may be required.

**Essential Duties & Responsibilities**

**Financial Task**
- Reviews, analyses and verifies all AHF business transactions; incl. accruals
- Provide cash management oversight. Prepares monthly cash call and manages cash flows by assuring that adequate cash is available
- Manages staff advances assuring that advances are controlled, monitored, and cleared. Assures that policies are followed
- Monitor the development of drug, condoms and test kit inventory reporting and value
- Ensures the timely receipt of financial and program reports from the partner organizations
- Ensures that all financial and accounting requests and submissions are in compliance with AHF policies and procedures as well as with local accounting and tax regulations
- Review monthly general ledger for accuracy
- Compares actual spend with the approved budget lines and explains variances
- Provides support with annual financial audits, contract audits, and any additional audits as necessary
- Maintains and updates fixed asset schedules (capex and non-capex items); ensures tagging of the assets
- Support the team to develop the budget for the project sites and review the financial reports of the sites if needed
- Handles procurement process, work with vendors to prepare letter of agreement (LA), contracts,to procure HIV test kits, essential drugs and others
- Petty cash management
- Assist AHF in assuring compliance with local law and regulations
- .

**Admin tasks**:

- Answer the telephone, take and deliver messages
- Welcome guests and visitors
- Send/collect mails and distribute to the receivers
- Distribute incoming faxes, memos and newspapers
- File, type and make photocopy of document as needed
- Ensure efficient use of office equipment (air-condition, computers, printers, fax, telephones, photocopier, etc.) by staff, guests and consultants
- Provide administration support to other teams as required: car service, stationary order, etc. and payment preparation
- Logistics for meetings, conferences and workshops
- Get quotes and order office supplies such as stationery and general office equipment within the budget guidelines of the organization, adhering to the national purchasing policy by sourcing best suppliers in terms of price, quality and services and ensuring necessary quotes and bids are obtained
- Coordinate and assist with various project purchase requirements as required
- Control and verify all expenditures monthly and annually of Hanoi Office and to ensure they are allocated correctly against approved budgets
- Administer petty cash, process and file financial documentation
- Prepare logistic for workshops/conferences (if requested) such as photocopy documents, stationaries, contract the partners, arrange location, invitation letter, etc.
- Send mailer, parcel
- Hotel booking, arrange car rental for AHF staff or the consultant
- Support/carry out the purchasing work/checking the quotations for the project if requested

**HR work tasks**
- Be responsibility for all process to recruit new staff (from prepare JD, announcement, set up interview, and employment contract preparation,)
- Be responsibility to prepare HR-related reports to submit AHF in the Bureau and in LA.
- Support Country Program Director in HR work at AHF Hanoi and AHF branch Office in Hochiminh City

Ability to commute/relocate:

- Hanoi: Reliably commute or planning to relocate before starting work (required)