Administrative/Finance Assistant

Terms of Reference

Position Title:

Administrative/Finance Assistant

Location:

Hanoi

Period of Assignment:

October 2020-December 2021

Reporting To:

HR/Procurement Officer

Background:

Founded in 1985, CowaterInternational has built a global reputation for excellence in the world of management consulting in international development. Headquartered in Ottawa, Canada and with experience in more than 65 countries, Cowater has established itself as Canada's leading management consulting firm in international development. Our clients include the World Bank, the Asian Development Bank, the Department of Foreign Affairs, Trade and Development Global Affairs Canada, the Australian Department of Foreign Affairs and Trade  and many more.  Join our team and be part of a fast-paced and dynamic team who is passionate about development and achieving sustainable results.

Cowater is recruiting an Administrative/Finance Assistant to support a socio-economic development initiative in Vietnam.  The Program aims to increase women’s economic participation and decision-making through improved access to markets and more effective engagement in the agriculture and tourism value chains in ethnic minority regions of North-West Vietnam. 

Statement of Duty:

Reporting to the HR/Procurement Officer, the Administrative/Finance Assistant is responsible to providing high level administrative services to the Aus4Equality Program. This includes supporting the team in accordance with the procedures and guidelines laid out in the Aus4Equality Program Administration Manual as well as helping to coordinate events and workshops. 

Specific Duties:

ADMINISTRATION

Filing and Server

• Assist HR/Procurement Officer to control Program server, manage access rights and information database; oversee the maintenance and troubleshooting of information systems; ensure ongoing effectiveness of the Program’s information technology system;
• Manage and keep an up-to-date and efficient office’s filing and correspondence system and database of both soft copy and hard copies  (except for finance matters); and
• Ensure security of hard copy filing and back-up of soft copy of administrative documents.

Meetings/Event/Workshops

• Coordinate and assist the organization of Program events, workshops and meetings including venue coordination, invitations, participation confirmation, travel and accommodation arrangements, supplies and materials, equipment hire; and process payment to event suppliers; and
• Coordinate and provide logistical support for Program activities and tasks, including travel arrangements, visas, field visits, and DFAT/counterpart visits.

Consumables, Equipment and Vehicles

• Order stationery and small consumables for the office, in close cooperation with Finance Officer to maximise value for money and the best possible service delivery and follow-up on invoices and payment;
• AdministerProgram assets office equipment and vehicles’ repair/maintenance; and
• Take care of registration/modification of the use of the office telephone/fax/internet.

FINANCE

• Manage petty cash to include accurate recording and weekly reconciliation of all transactions, disbursements (such as vehicle claims, office supplies, etc) and any deposits/refunds into petty cash;
• Assist Program Finance Officer in processing per diem, advances and keep track of per diem/advances outstanding as per GREAT’s cost-norms and policy;
• Assist Program Finance Officer in annual Personal Income Tax finalization (reconcile PIT code and Identity card number; prepare PIT receipt for consultants and partners);
• Assist Program Finance Officer in semi-annual physical inventory check; and
• Support the audit of projects under GREAT, and the audit of the Program

HUMAN RESOURCES

• Assist HR/Procurement Officer in management of advisor stock take, staff annual leave and timesheet, recruitment and contract management process.

Other tasks required by HR/ProcurementOfficer and Program Finance Officer

Required Qualifications:

Required Qualifications:

• University Degree
• 1-3 years of experience in a similar role
• Bilingual (English and Vietnamese) at an advanced level;
• Experience in expense accounting is a plus;
• Proficient in using Microsoft Office suite with advanced Microsoft Word skills;
• Advanced filing skills (both electronic file management and hardcopy filing protocols);

Skills/Abilities:

• Quality (accurate, precise, thorough, complete, attention to detail);
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
• Willingness to learn and to be trained;
• Helpfulness / positive attitude / diplomacy;
• Organization (tidy and efficient workspace and electronic files);
• Multi-tasking (prioritizing and juggling various tasks effectively);
• Attendance / punctuality; and
• Ability to work effectively in a fast-paced environment