JJO OB BD DE ES SC CR RIIP PT TIIO ON N FINANCE OFFICER IN VIETNAM ORGANIZATION/ PROJECT BACKGROUND ADRA Vietnam is an International Non-Government Organization. The basis for its existence, its reason for being, is to live for, help and work with those in need. DEPARTMENT Administration POSITION TITLE Finance Officer CODE OA2 LOCATION ADRA Vietnam Country Office, Room 221-224, Building E1, Trung Tu Diplomatic Compound, No. 6 Dang Van Ngu Street, Hanoi, Vietnam LENGTH OF CONTRACT Indefinite – long term ADRA Vietnam started its active presence in Vietnam since 1989 with initial shipment of medicine from the US under ADRA Indochina based in Bangkok, Thailand. Its office was located in Hanoi since 1993. Over the past two decades of operation it has implemented more than 120 projects in more than 50 of provinces in Vietnam. INCUMBENT REPORTS TO/ SUPERVISED BY ADRA Vietnam Country Director SUPERVISES Administrative & Accounting Assistant, Office Management Assistant, Cleaner HOURS OF WORK 40 hours/week BENEFITS/ INSURANCE TERMINATION April 02, 2008 Net salary (around 600usd/month) Medical inpatient and outpatient coverage for employee - through AonCare 13th month salary/annual bonus Vietnam Social & Health Insurance (23%) - Note: ADRA pays total 23% (17% employer, 6% employee) Extra health and accident insurance - through AonCare Per diem (inter-provincial) - max 160,000 VND (40,000 each meal & overnight) Per diem (intra-province outside of workstation) - max 80,000 VND (20,000 each meal & overnight) Annual leave - 15 days with one additional day every two years employment in ADRA Sick leave - 15 days with pay (besides what is stipulated in Vietnam Labor Law) Personal leave - (Vietnam Labor Law) Severance Pay/provident fund (double times than Vietnam Labor Law) Maternity leave - 4 months with full pay (better than Vietnam Labor Law) National holidays - in accordance with Vietnam Labor Law 30 Days Notice Required ADRA Vietnam– Job Description Page 13 JOB OVERVIEW/ GENERAL DESCRIPTION JOB DUTIES/ RESPONSIBILITIES The Finance Officer (FO) has overall responsibility for financial and administrative operation of ADRA Vietnam. The major duties of the post include management of, and reporting on the office’s financial transactions of Country Office administrative operating fund and projects’ fund. Ensuring the use of fund for Country Office and projects’ activity in compliance with the agency and donor financial regulations is a primary function of the FO. In addition, the FO will assist the Country Director and Programs Managers in strategic budgeting and cash flow planning. The FO will provide training on financial reports and procedures for project staff that is responsible for managing project’s petty cash. When a new project is funded, the FO will support Project Manager to set up new work station (if required) and provide financial and operation orientation to new project staffs. The position is also responsible for making sure ADRA Vietnam's interests and beliefs to be observed and looking for sustainability of the organisation. Specific duties on finance management: Responsible for developing and implementing accounting and internal control systems Authorize all banking transactions including deposits, withdrawals and transfers Responsible for keeping accounting records current and auditable Check and authorize employee expense reports at the Country Office Check and authorize employee cash advance requests at the Country Office Check and authorize reconciliations between ADRA Vietnam and other ADRA offices, between ADRA Vietnam’s bank accounts and ANZ Bank – Hanoi branch Check and approve all entries of admin and project’s journal vouchers, bank vouchers and receipt vouchers Responsible for producing the monthly financial statements and other financial reports as needed for admin and projects Responsible for distribution and interpretation periodic financial reports to the ADRA Vietnam Board, donors, ADRA Asia Regional Office and host government Function as primary point-of-contact with ADRA donor offices, ADRA Asia, ADRA HQ or any other organizations for matters related to finance. Review and authorize monthly payroll for ADRA Vietnam employees Work closely with the Country Director and Project Managers in financial matters Responsible for strategic budgeting and cash flow planning Responsible for asset management Responsible for preparing and managing annual administration budget Assist the human resource department to ensure personnel policy is in compliance with Vietnamese Government such as paying social and health insurance, and personal income tax to the government Provide training to staff on finance when necessary Specific duties on portfolio development/management Assist regional managers in preparation of project budgets/proposals Assist in the financial monitoring and evaluation of field programs Ensure new funding opportunities are available for ADRA Vietnam Specific duties on country office administration Responsible for developing finance policy and assist with other policy development Secretary of ADCOM - Prepare agenda and minutes for ADCOM Member of ADRA Vietnam Board Represent ADRA Vietnam in forums/meetings as required April 02, 2008 ADRA Vietnam– Job Description Page 23 MEASURABILITY/ EXPECTED OUTCOMES REQUIRED COMPETENCIES Assist the Country Director in communication and issues with the Vietnamese government and other organizations Success Will Be Demonstrated By: Accurate and timely finance and audit reports distributed and submitted to donors and other stakeholders as required. Efficient finance management system ensures that ADRA Vietnam meets international accounting standards and receives qualified audits for administration and projects. Input on proposal budgets; strategic budgeting and cash flow planning in place; annual budgets approved and being followed. Evaluation trips conducted; finance department operating efficiently and effectively. Good banking arrangements in place. Assets tracked and registered. Financial policy in place and compliance. Adequate insurance coverage for all ADRA Vietnam staff. Financial training plan implemented. Staff appraisals conducted. Good decisions made for finance related issues. Knowledge: Understanding of international accounting and finance management standards, and INGO accounting practices, regulations and system in Vietnam. Bachelor degree in accounting or finance related area. 2 years experience in financial management in a non-profit organization. Skills: Good use of computer: accounting software, spreadsheets, emails and internet. Ability to coordinate with other departments and programs managers in relation to financial management of projects and funding opportunities. Vietnamese national. Fluency in written and spoken English/Vietnamese. Strategic thinking, management skills. Ability to work in a team. Attitudes: Employee: Date: April 02, 2008 High level of personal and professional integrity and the ability to make consistent decisions. Carefulness Proactiveness Helpfulness with colleagues Respect ADRA's missions, values and beliefs. Compliance with ADRA Vietnam's working policy and HR manual. Supervisor: Date: ADRA Vietnam– Job Description Page 33