Admin/Finance Officer

Oxfam is an international confederation of 17 organizations working together in 94 countries and with partners and allies around the world to find lasting solutions to poverty and injustice. In Vietnam, Oxfam is recognized as one of the leading international NGOs, especially in rural development, disaster risk reduction and humanitarian response, civil society development, ethnic minorities, and women’s empowerment.

We are looking for an experienced and dynamic Vietnamese citizen to fill the following position:

Admin/Finance Officer (Humanitarian Programme - Field Office, Ben Tre Province)

This post is offered 1 year contract, extendable depending on project activities and budget available.
Ref.    INT0811
(Oxfam Great Britain– Level D2)

OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering.                   

TEAM PURPOSE: To work directly with Oxfam’s beneficiaries and partners to overcome Poverty and suffering; and to advocate and campaign for policy, Knowledge, attitude and practice change to help achieve Oxfam’s   strategic change objectives.

JOB PURPOSE: To manage the project services, including office administration, logistics and finance.                            

Report to: Project Coordinator

Staff reporting to this post: Admin intern

BUDGET RESPONSIBILITY: Manage Oxfam’s office budget as requested

DIMENSIONS:

• Maintain and manage financial procedures and systems in Ben Tre Office (AusAID funded project);
• Supervises the work of  partners, consultants and staffs for delivery of the programme; 
• Collates information and draws from a variety of information sources to inform individual and group decisions;
• Reactive work requires common sense to make judgments about basic adjustments to the jobholder’s own routine but also contributes to improvement of the programme or country’s services, procedures and systems;
• Solving problems of a varied nature and resolving day-to-day problems often Communicates widely within the division and/or with external contacts;
• Manage cash, office inventory and/or equipment.

KEY RESPONSIBILITIES

Office Administration and logistics:

1.Office system: update/draft and follow up administration and personnel policies, procedures and guidelines for the project office and ensure they are maintained Ensure project filing and information system in the office is maintained and updated;
2.Logistics: ensure that processes of purchase, maintenance and updating of assets list, inventory of office equipment and furniture, vehicles, and the import of goods are implemented smoothly ;
3.Communication with Hanoi office to ensure good communication relating to all office administration quickly and efficiently;
4.Liaison with the local Vietnamese Government, to assist in complying with the local Government requirements for NGOs in Vietnam;
5.Personnel files: maintain and update personnel files of all project staff and leave record;
6.Ensure social/health procedures are well followed up and properly updated in a timely manner.

Finance/Accounting:

1.To visit partners: quarterly check partner expenditures (invoices, quotation, contracts…)  and regular monitor partners’ activities;
2.To provide training/coaching to partner project accountant in order to comply with Oxfam’s financial procedures and advice partner accordingly;
3.To handle the accounting documents/records and make monthly expenditure project reports;
4.To support the annual budgeting process and support programme finance staff in Hanoi;
5.To be responsible for preparing and analysing partner's budget, preparing payment orders for fund transfer, monitoring partners fund management and auditing;
6.Maintain and monitor partner’s payment and reporting;
7.To check partners’ budget details, grant payment orders and grant transfer notice ensuring that all conditions and verification have been met appropriately. Consult with project officers when necessary and liaise with Hanoi programme finance officer as needed;
8.Ensure all banking transactions are in compliance with Oxfam’s financial guidelines;
9.Maintain project cash and do cash count according to Oxfam’s financial guideline every week;
10.Send monthly financial report to Hanoi Office according to the guideline;
11.Undertake any project related responsibilities requested by the Project Manager.

Oxfam general:

1.Actively participate in the implementation of Performance Management, including objective setting, performance review, upward feedback and personal development plans. Ensuring relevant aspects of Oxfam’s work in Vietnam e.g. gender equity is reflected in your objectives;
2.Ensure implementation of Oxfam’s operational policies, procedures and guidelines, especially gender equity, in all aspects of Oxfam’s work.  With support from technical advisors and programme service staff as needed;
3.Be a member of Oxfam’s team; participating in appropriate staff meetings, planning sessions and on-going liaison as needed;
4.Adherence to Oxfam’s code of conduct.

SKILLS AND COMPETENCE:

• Vietnamese national (Applicants of Mekong Delta are encouraged to apply);
• University degree, preferably accounting or finance. At least 3 years of experience in similar positions. Experience in office/business management, including logistics, admin and accounting and information systems, specially in finance and accounting;
• Results oriented; accurate; mature and reliable;
• Ability to work closely with programme staff, while ensuring the needs of finance tasks are finished in a timely manner;
• Ability to manage and work independently and efficiently;
• Good communication skills, and ability to work with people of all backgrounds
• Computer literacy and experience with computerization information (including spreadsheet, databases) and accounting system, familiar with software Windows and e-mail software;
• Basic English and good Vietnamese language;
• Previous experience in a development and/or international organisations;
• Good understanding and practical experience in application of equity issues (Gender and diversity).

Behavioural Competencies

• Job Specific;
• Thinking and understanding;
• Working effectively with other.

Gross Annual Salary Range:     VND 263,930,996 – VND 316,717,195
Deadline for Application:        September 17th, 2014

How to Apply:

Interested candidates can apply online, please visit: http://www.oxfam.org.uk/jobs (page Working at Oxfam - Current Vacancies, quote reference: INT0811 or send a cover letter, CV, and copies of relevant degrees to:

Human Resource Department
Oxfam Great Britain, 22 Le Dai Hanh, Hanoi.

or E-mail: [email protected];

Oxfam offers an attractive benefit package. We regret that only short-listed applicants will be contacted.

Oxfam is an equal opportunity employer!