Work closely under supervision of Program Manager in Vietnam with supports from Deputy Finance Manager, HR Manager and Admin Manager based in Bangkok to ensure finance and accounting transactions are completely and accurately recorded, and managed according to generally accepted accounting principles, local and international’s policies, as well as the administrative function running smoothly and effectively.
Key tasks and responsibilities
1. Develop/revise and ensure the accounting system running in a good manner and in line with Kenan’s policy, donors’ and Vietnam government requirements:
Assist in setting up and managing the accounting system for the Hanoi Representative Office.
Ensure accuracy, completeness, and conformance of accounting transcations and documents.
Assist in updating guidelines related to operation and financial management.
Coordinate between the Hanoi Representative Office and Bangkok Head Office regarding finance and accounting matters and internal process.
Establish effective filing system for all finance and accounting documentation for tracking and audit purposes.
2. Handle all finance and accounting tasks:
Examine accounting transactions and prepare related accounting vouchers (RV, PV, APV, JV) and ensure adequacy of supporting documents.
Prepare invoices and receipts to clients/donors.
Manage cash advance payments and reimbursements given to/received by the staff.
Check day-to-day expenditure and encoded them to the related expenditure category and program/project to ensure all payments are properly and accordingly recorded.
Record all accounting transactions into the accounting software system, using double entry accounting method.
Collect and provide financial information for preparing reports to donors, preparing project proposal, and auditing.
Prepare monthly Budget to Actual report including analysis of major discrepancies between budget and actual.
Prepare other financial reports upon request.
Prepare monthly bank reconciliation and details for accounts.
Participate in budget preparation.
Reponsible for monthly payroll preparation and salary allocation report.
3. Manage treasury tasks:
Monitor cash flow of the Hanoi Representative Office to ensure sufficiency of cash for operation.
Record and maintain fixed asset register, together with affixing asset label and periodical physical checking.
4. Ensure that all tax documentations are properly done and submitted to the related Vietnam government units, including: performing Personal Income Tax (PIT), insurance and allowances payments for the Vietnamese staff and its strategic partners.
5. Oversee the Hanoi office administration and HR procedures inlcuding:
Preparing project documents and reports to meet the local authorities and the local context and legal requirments from local partners for obtaining the project work permits and Kenan opeartion permit whereas needed and its strategic partners
Support the Program Manager in managing the Public Relations with the authorities for the smoothly adminitrative program running including report to PACCOM and other relevant authorities
Supervising Vietnam administration
Monitor the filling system of the Vietnam Office to meet the clients’s needs and the Govement of Vietnam.
Make sure and preparation all for new and regisnation staffs
Consult with BKK to prepare employment contracts, end of contracts; arrange insurance/medical check-up for all staff in Vietnam office.
To support Program Manager for preparation and participate in the carry out of any recruitement process for staff whenver required, advise and brief BKK team and VN Program Manager on differenct types of contracting modalities, HR policies and benefits in Vietnam.
To inform BKK team and VN Program Manager on HR policies in accordance with law and general practices in Vietnam.
6. Perform other duties if required.
Key performance indicators
Good management of the accounting system
Data accuracy of all transactions and double entry bookeeping
Completeness of work plan
KPI Setting for accounting services timeline, service level agreement
Internal Client Feedback and management inputs
Qualification
Minimum Bachelor Degree of Accounting, Economics, Business or related fields
Good background of accounting principle
At least 3-5 years of direct accounting and administration work experiences.
Ability to work with a minimum supervision, exercise judgment, meet deadlines and work under pressure.
Good in English.
Good communication both English and Vietnamese
Applications should be sent to [email protected] Subject: KENAN_Accountant, HR and Admin- Fullname
