Finance and Admin Officer

The WISTAR Institute (USA) is a global leader in biomedical research with an expertise in cancer, immunology, and infectious diseases. University of Pennsylvania (UPENN, USA) is one the most powerful institution in term of research and teaching.

In partnership with the Medical Institute of Applied Epidemiology (IMEA, FRANCE), they are willing to implement a 3-year research in HCMC, namely: “Effects of mu-opiate receptor engagement on microbial translocation and residual immune activation in HIV-infected, ART suppressed opioid use disorder patients initiating medication-assisted treatment.”, The program will be under the local management of Ho Chi Minh city Aids Association (HAA), in coordination with the Centre of Disease Control (HCDC) and PASTEUR Institute of Ho Chi Minh City and Paris.

We are looking for a Finance and admin officer of the project.

Main responsibilities and requested qualifications are as follows:

KNOWLEDGE AND SKILLS REQUIREMENT:

• Bachelor’s degree required
• At least 2-3 years of experience in Finance and Admin Officer
• Fluent in Vietnamese and English
• Strong computer skills, including familiarity and comfort with using Microsoft Word, PowerPoint and Excel
• Strong finance report skills
• Flexibility across a range of field- and office-related tasks
• Good attitude, self-motivated, and ability to work well individually as well as in teams
• Ability in being detail-oriented, proactive, hardworking, and willing to learn and grow
• Basic understanding of and experience in development/humanitarian works would be an advantage
• Highly motivated, willing to learn, service-oriented, attention to detail and able to work under high pressure and within a limited time frame
• Experience working with IDUs and/or in a methadone program a plus
• Personal Qualities:
• Highly proactive approach to work
• Tactful and discreet
• Friendly and adaptable when interacting with people
• Confident, active and responsive
• Honesty and transparency
• Dynamism, flexibility
• Good and fast problem solving skills
• Professional approach to HR

JOB RESPONSIBILITIES:

Administrative support

• Maintain record confidentiality;
• Generate general administrative documents;
• Support the implementation of all grants awarded to the organization;
• Coordinate events for the project;
• Ensure the smooth operation of the office’s administrative tasks;
• Coordinate printing of office documents either in-house or through third-party vendors;
• Procurement of the office supplies and equipment for Lab;
• Generate, control the legality, and assess the level of risks for documents and contracts signed and/or issued by the organization;
• Carry out procedures related to legal documents of the organization such as: application for adjustment protocol of Project…
• Conduct application for work permit, visa and relevant reports related to expatriates of the organization;
• Assist with managing all legal documents of the organization according to current regulations;
• Other similar tasks as needed.

Accounting support

• Build a budget consistent with the actual status of the project. develope, review and update of budget and activity workplan ;
• Checking accounting documents relate to Project;
• Ensure correct and reasonable use of budget according to regulations ;
• Control spending and budget use at project implementation sites ;
• Prepare and process payments related to office and project expenses and due to bank transactions ;
• Check and ensure all the procurement process and expenditure of the project in accordance with financial guidelines;
• Ensure the financial transactions are properly authorized, recorded, have adequate supporting documentation, filled, maintained and support to financial audits ;
• Prepare project financial reports, statement and submit to the Program Manager (PM) for clearance and Headquarter office (HQ), including obtaining and checking the accuracy and correctness of invoices, collecting supporting documents ;
• Prepare advance requests submitted to HQ finance;
• Monitor the disbursement progress of consultants in accordance with the agreement;
• Assist in basic accounting duties;
• Other tasks related to accounting when required.

Reporting:

• Regular report and update to Dicrector & HQ;
• Draft  progress reports and thematic reports if required;
• Plan and report weekly, monthly, quarterly and yearly.

HOW TO APPLY

• OR Send your CV and Cover letter to email [email protected] & [email protected]

Subject: AMOHI [Finance and Admin Officer]

Application Deadline: 10 October 2024. Only shortlisted candidates will be contacted.