Finance & Administrative Officer

JOB DESCRIPTION

JOB TITLE: Finance & Administrative Officer             

DEPT: Vietnam Country Program

STATUS: Full-time                                                                            OFFICE: Orbis Vietnam

APPROVED BY:  Ngoc Pham

ORBIS VIETNAM

Orbis International is a nonprofit global development organization dedicated to saving sight worldwide. Our mission is to preserve and restore sight by strengthening the capacity of local institutions in their efforts to prevent and treat blindness. Our goal is a world in which no one is needlessly blind, where quality eye care is available to everyone. Since 1982, ORBIS has treated and transformed the lives of more than 10 million people in 87 countries.

Orbis has been working in Vietnam since 1996, supporting the country’s efforts to prevent and treat avoidable blindness, especially among children, marginalized rural communities, and people with diabetes. Orbis established a permanent office in Vietnam in 2003.

Orbis Vietnam works closely with the Ministry of Health, medical universities, and eye care institutions to strengthen the overall eye health system of the country. Orbis also implements training programs that are building the skills of entire eye care teams across the country – from health workers in rural clinics to eye surgeons in urban centers.

The Finance & Administrative Officer, reporting directly to the Senior Finance and Operations Manager (SFOM), plays a pivotal role in ensuring the seamless operation of accounting and administrative functions within the country office. This position encompasses a diverse range of responsibilities, including financial management, administrative support, and logistical coordination for office operations and project activities. By working closely with the SFOM and other team members, the Finance & Administrative Officer contributes to the efficient and effective functioning of the organization, helping to achieve its mission and objectives.

Finance/Accounting/Bookkeeping (60%)

• Review project activities budget, fund requests, and petty cash vouchers for the office.
• Check procurement documents to ensure compliance with procurement requirements.
• Check and prepare payment vouchers, including check receipts, prepare bank transfer requests, and enter all all accounting transactions into MIP.
• Manage cash, banking-related transactions, and monitor cash flow, ensuring proper documentation for all cash/check payments.
• Liaise with the bank to ensure smooth banking transactions and provide necessary support.
• Prepare monthly payroll, pension, and tax payments, including monthly tax declarations and annual finalization reports.
• Ensure accurate, proper, and timely recording of financial reports submitted by partners.
• Provide guidance and financial training to interns, program/project teams, and partner staff, as required.
• Support SFOM by liaising with auditors and providing supporting documents when required.
• Prepare monthly financial reports for the office and projects, as well as donor reports as requested.
• Prepare biannual and annual reports for PACCOM.
• Maintain a proper filing system for all supporting documents, ensuring easy access and organization.

Admin/Logistics/HR (40%)

• Assist in arranging logistics for office/project events, meetings, conferences, workshops, and seminars, ensuring smooth coordination and execution.
• Provide logistical support for Orbis visitors, including visa assistance, ground transportation, and hotel accommodations, ensuring a seamless experience.
• Assist Orbis Vietnam staff with duty travel arrangements, including booking air tickets, arranging ground transportation, and coordinating hotel accommodations, ensuring convenience and efficiency.
• Coordinate the repair and maintenance services for office equipment as needed to ensure they are in optimal working condition.
• Monitor and maintain office equipment, including managing purchasing orders for office equipment and supplies, recording purchases, maintaining a database, and conducting physical inventory counts at mid and end of the year.
• Support SFOM in procurement transactions for project activities, ensuring compliance with organizational policies and procedures, and ensuring transparency and fair market value.
• Assist SFOM in HR-related tasks as required, including but not limited to recruitment, onboarding, and personnel management.
• Support SFOM in governance-related activities, such as office license renewal and medical credentialing for international volunteers.
• Undertake any other administrative or logistical tasks assigned by the line manager to support the efficient operation of the office.

• 3-5 years of working experience in finance, accounting, or administrative functions within an INGO or multinational company is preferred.
• A university degree in Finance, Accounting, or Business Administration is required.

• This position requires candidates to be Vietnamese citizens.
• Fluency in both written and oral Vietnamese and English communication is essential for effective interaction with internal and external stakeholders.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams) is required for various administrative tasks. Familiarity with accounting software is also necessary to support financial management activities.
• Ability to manage time effectively and prioritize tasks is crucial for handling multiple responsibilities and ensuring the smooth operation of daily activities.
• A customer-oriented mindset, focused on meeting the needs of internal and external stakeholders, is highly valued. The candidate should demonstrate a proactive approach to addressing stakeholder concerns and delivering high-quality service.
• Consistently approaching work with energy and a positive, constructive attitude is essential for maintaining motivation and contributing to a positive work environment.
• The ability to pay close attention to detail is essential for accurately reviewing financial documents, ensuring compliance with policies and procedures, and maintaining precise records.
• A strong problem-solving ability is valuable for identifying and resolving issues related to financial transactions, administrative processes, and logistical challenges that may arise in the course of work.
• The capacity to work effectively as part of a team and collaborate with colleagues across different departments is important for achieving common goals and fostering a positive work environment.

To learn more about Orbis, go to http://www.orbis.org

Orbis is an Equal Opportunity Employer.

As a global organization, we welcome qualified applicants from diverse backgrounds, cultures, and marginalized communities who are underrepresented in the international NGO sector who reflect the five Orbis values of Accountability, Commitment, Equity, Innovation, and Integrity.

To apply for the Finance & Administrative Officer position, please send your motivation letter and CV to the email address [email protected], with the subject line "Application for the position Finance & Administrative Officer." Please ensure to cc [email protected] and [email protected].

The deadline for submission is no later than 22:00 on 08 May 2024.

Please note that only shortlisted candidates will be contacted for interviews.