Finance & Administration Officer

ORGANIZATION DESCRIPTION
The Woolcock Institute of Medical Research (WIMR) is a leading Australian-based medical research organization. The Woolcock is collaborating with partners in Vietnam, including the National Lung Hospital, to conduct research that is relevant to lung health problems in Vietnam.  Current research projects relate to common lung diseases, such as tuberculosis, asthma and chronic obstructive pulmonary disease. The Woolcock strives to build capacity for conducting high quality research within the hospitals and clinics of the Vietnamese Health Care System. The Woolcock is registered as an International NGO in Vietnam. It is currently conducting a number of major public health projects in Vietnam, in partnership with the National Lung Hospital, including a national multi-centre study of tuberculosis screening.
POSITION
FINANCIAL AND ADMINISTRATIVE OFFICER
Position ID: WIMR-2012-11
The Woolcock Institute of Medical Research (WIMR) invites applications for the position of Business Manager. This person will ensure accounts management is conducted according to all laws and regulations of Vietnam, and the regulations of the WIMR. The person will be also responsible for managing payroll and ensuring that projects run by the WIMR and partners follow good business practices.
MAJOR KEY RESPONSIBILITIES
+ Financial Accounting:
- To implement and maintain effective procedures and systems for financial management and control, ensuring compliance with WIMR and other partners’ requirements.
- To implement and maintain effective accounting systems for the recording of all financial information.
- To collaborate with Sydney office on the year-end procedure, ensuring that all financial returns are completed accurately and to the required timescale.
- To produce monthly accounts and financial reports to Sydney office and partners in accordance with the organisation/donor’s requirements and timetable.
- To manage cash flow, ensuring that regular and accurate transfer requests are made, and to accurately estimate upcoming expenditure.
- Process travel advances, travel expenses and other program advances, and monitor cash advances.
- To liaise with audit staff (internal and external) ensuring that any recommendations and changes are fully implemented.
- To ensure the procurement process in place and meet WIMR rules and regulations
- To manage payroll, social insurance, other benefits and personal income tax for the office in accordance with Vietnamese Law. Manage timesheet for office staff ensuring timely submission, approval, accuracy and filing.
+ Management Accounting:
- To co-ordinate and oversee the budgeting, forecasting and End of Year Financial Report processes and liaising.
- To support programme staff in the production of project budgets and proposals, advising on assumptions, risks and opportunities contained within the budgets.  To provide advice to the Country Director and Project Officers on the validity of proposed budgets.
- To review and ensure that the financial aspects of all funding proposals meet WIMR and partners’ standards and requirements.
- To ensure that thorough and effective budgetary control is undertaken.   Presenting to Country Director every month a report highlighting the key variances reasons for these and any remedial action that is required.
- To identify the financial information needs of the country office and to set up systems to ensure that these needs are met.
- To advise the Country Director on all aspects of strategic financial management for the Country office, maintaining an overview of the key financial issues including the financial viability of the office and its work.
- Enter all financial transactions into an approved WIMR Accounting System.QUALIFICATIONS
- Estimate upcoming cash needs each month
+ Administrative functions:
- To provide an excellent administration support to WIMR staff working on projects in Vietnam and contribute to the smooth and efficient running of the office.
- Manage rental of offices spaces as appropriate in Hanoi and Provinces.
- Be responsible for WIMR assets in Vietnam (purchasing, asset register, maintenance, and disposal) and proper accounting for assets.
- Assist in staff recruitment and basic human resources functions related to all WIMR staff in Vietnam.
- Be responsible for contract negotiation, contract management and maintaining a contracts register.
+ Government relations and compliance:
- To ensure compliance with all Vietnamese laws and regulations that relate to the activities of the WIMR in Vietnam
- To manage and assist WIMR staff in obtaining the approvals that are necessary to undertake planned activities in Vietnam
- To manage and assist WIMR staff in completing all reporting requirements
+ Training, Support & Advice:
- To identify and assist in meeting the financial training needs of partners, staff and community based organisations.
- To work with partners, helping set up accounting systems and procedures that are required by WIMR and partners.  To monitor this work, highlighting any shortfalls and agree required management actions with relevant staff.
- To represent the financial views and needs of the country office when liaising with Regional Office.
+ Project finance management:
- Review all financial reports received from project sites to make sure all financial documents meet Vietnam legal requirement and WIMR policies.
- Prepare quarterly cash flow of project expense and internal office expense
- Provide support for annual auditing of projects by partners and WIMR auditors.
- Process all fund transfer request to partner and make sure collect all proven documents as required.
QUALIFICATIONS
- College or university-level qualification in book-keeping or accounting.
- At least two (2) years experience in an accounting position with responsibilities as described above.
- Experience working with international organizations, such as international non-governmental organizations
- Long-term working resident experience in Vietnam required.   
- Fluency in Vietnamese and proficiency in English language including reading, writing and speaking skills.
- Computer skills including spreadsheet, word processing, and electronic mail. Knowledge of Quick-books or other accounting software desirable.     
- Good knowledge of Vietnamese laws on labor, social & health insurance and personal income tax.    
- Detail-oriented with excellent interpersonal skills and ability to work in a team in a strongly collaborative manner.
- Ability to work independently, prioritize tasks and to take initiative. 
- Experience managing finances in collaborative projects with government agencies is desirable.

To apply for this position (deadline: Thursday 06 December 2012), please send a cover letter and CV via email to:
Ms Le Thi Ngoc Anh, Woolcock Institute of Medical Research, Hanoi, Vietnam
Email [email protected].