- All Jobs
- Accountant
- Administrator
- Advisor
- Communications
- Consultant
- Coordinator
- Facilitator
- Finance Officer
- General
- Intern
- IT
- Manager
- Programme Assistant
- Programme Coordinator
- Programme Manager
- Programme Officer
- Project Assistant
- Project Coordinator
- Project Manager
- Project Officer
- Researcher
- Specialist
- Technical Officer
- Translator
- Volunteer
Project Financial and Administrative Assistant
1. Background
The USAID Vietnam Forests and Deltas Program (VFD) was awarded to Winrock International by the United States Agency for International Development (USAID) as a Cooperative Agreement on September 25, 2012. Winrock implements the program in direct partnership with Vietnam’s Ministry of Agriculture and Rural Development (MARD) and through sub?awards with the American Red Cross (ARC), the Center for Sustainable Rural Development (SRD), SNV – Netherlands Development Organization (SNV), and the Vietnam Red Cross (VNRC). On December 24, 2013, the Minister of Agriculture and Rural Development approved the “Detailed Project Document” by the decision 3040/Q??BNN?HTQT that provided legal status for the program to begin implementation.
Vietnam Forests and Deltas will focus on two main areas:
- Support adoption of land?use practices that slow, stop, and reverse emissions from deforestation and degradation of forests and other landscapes, and
- Increase resilience of people, places, and livelihoods in delta areas through assistance on adaptation and disaster risk management.
2. Nature of work
The Full Time Project Financial and Administrative Assistant will perform a supportive role in covering Administrative/ Logistic/ Accounting support and based in Nam Dinh VFD Provincial office.
Supervisor: The Project Financial and Administrative Assistant will report to Provincial Coordinator and with dotting line to Finance and Operations Director.
3. Major tasks and activities
This position involves frequent travel in Province and to outside provinces that belong to project. He/she will be handling the following tasks:
- Prepare all the petty cash payments in the field office and coordinate with accountant in Hanoi to make the payments for vendors. Review vendor invoices for accuracy and completeness in order to ensure compliance before making payment/reimbursement.
- Make sure the accuracy and that all the payment are in compliance with cost norm, regulation and policies of Winrock International and USAID.
- Timely submit petty cash report on monthly basic to Hanoi office.
- Assist other partners and Government in making the payment and work across several sources of budgets.
- Act as phone operator and welcome guests to the office
- Recording messages and ensuring that these messages are transferred to those concerned
- Being responsible for all incoming correspondence, ensuring timeliness and efficiency:
- Receive receiving correspondences, making copies for incoming correspondence file and for concerned staff members;
- Ensure that these correspondence are promptly delivered to those concerned, and keeping proper records of these correspondences;
- Being responsible for all outgoing correspondence:
- Assigning the reference number
- Label the addresses, making a copy for outgoing file
- Ensure that all express mails are promptly sent out;
- Make the photocopy all field office payments request and submit the original copies to Hanoi office. Be responsible for managing, archiving all office files and documentation (both hard and electronic copies).
- Maintain and update the inventory list and coordinate with Hanoi office accountant to do the inventory check on semiannual basic.
- Keep track the stock of field office supplies and stationary and replenishment it when needed.
- Responsible for domestic travel arrangements for project staffs and consultants (air?tickets, lodging, transportation, workshops/conferences, organization of program events and operational activities of the field office) when be required.
- Do travel in Provinces and other project provinces when it is required.
- Update telephone contact and contact address of Provincial VFD staff, partners, Provincial government organizations, suppliers and other institutions with whom VFD has contacts or working relationship with on a regular basis;
- Management of the field office petty cash.
- Assist Hanoi office to purchase and maintain office equipment and supplies at field office with appropriate services and vendors in accordance with procurement's policy & procedures whenever required.
- Carry out others tasks that may be required by the COP, DCOP and F&O Director from time to time to ensure smooth running of the field office and the project.
4. Skills/Knowledge required
- Bachelor’s Degree in Accounting, administration or other relevant field.
- At least 3 years of professional experience in administrative and management is required; previous working experience with International Organizations is strongly
- preferred.
- Experience on other international development projects, especially USAID?funded projects, is highly desirable.
- Fluency in both written and spoken English required.
- A good command of financial and other computer applications such as MS Word, Excel, and Access, as well as a working knowledge of the internet and email.
- having good team work; open and cooperative manner.
5. Contract duration
- The contract will be for one and half year with the possibility of extension that depends on performance and program duration.
6. Applications
Interested candidates with the right qualifications and motivation are invited to send letter of interest, a full CV in English and three references to the following email address: [email protected] with subject line of “Application for the position of Project Financial and Administrative Assistant in Nam Dinh ” no later than 5 p.m on May 16 th , 2016.
Only shortlisted candidates will be contacted for interview.