Accountant cum Administration Officer

March 19, 2024
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Job Description

The Accountant cum Administration Officer (Ha Noi City-based) is a member of the TFCF Viet Nam team. The successful candidate will work under the direct guidance of the Senior Accountant in the Ho Chi Minh Office and overall supervision of the TFCF Viet Nam Country Director and Program Manager and liaise with TFCF’s Project Officers team.

The Assistant Accountant cum Administration Officer is responsible for processing payments, maintaining updated financial and accounting records for TFCF Viet Nam, and providing administrative support to the team.

Specific tasks and duties include:

Financial Accounting
Check program advance/payment/expenses to ensure those are processed on time and in line with TFCF’s and donor’s financial requirements;
Process payment requests and clear advances, receivables, and payables in due time in line with TFCF procedures; including collecting invoices, preparing financial documents, and reporting to TFCFVN Management Board in a timely manner;
Post transactions into TFCF’s Internal accounting system;
Monitor expenditure versus detailed budget plan;
Review partners’ finance reports and partners’ advance in due time;
Follow up with the program team and partners to ensure partners’ finance reports are sent in due time and the following fund transfer can be done in line with the planned budgets;
Perform periodic reports to Senior Accounting Officer and Management Board;
Cash Forecast/Banking and Cash Management
Perform cash/bank reconciliation monthly;
Prepare necessary cash for administration/program expenditures;
Prepare Cash/Bank Forecast quarterly;
External and internal audit
Participate in the meetings with Auditors;
Facilitate the audit conducted at the TFCF Office and partners office;
Support Senior Accountant Officer in drafting responses to auditors’ findings;
Implement and follow up on the implementation of auditors’ recommendations;
Support Senior Accountant Officer in maintaining and updating partners’ finance visit schedule, making this schedule feasible and efficient;
With support from Ho Chi Minh Office, conduct periodical finance visits to partners to ensure partners follow compliance;
Capacity Building
Support in providing finance introduction training to new TFCF staff when required;
Provide finance training to partners, enabling them to follow TFCF and donor financial requirements well;
Other Compliance Tasks
Support in the process of partner selection/evaluation and conduct partners’ assessment afterward;
Participate and contribute to annual and quarterly planning, budgeting, and reporting processes;
Human Resource
Responsible for the attendance record, verify, and cross reference in Ha Noi Office and support TFCF’s payroll;
Maintain and ensure the correctness of the fixed asset registration list of office equipment and stationery;
Responsible for communication with government departments;
Responsible for handling TFCF’s legal registration and VISA, foreigner temporary resident registration, and entrance-related documents;
Responsible for property maintaining and archiving;
Responsible for the office’s general affairs;
Procure goods, supplies, and services in line with TFCF, donor, and project policies;
Maintain sufficient stocks of office supplies;
Maintain filing systems;
Arrange domestic travel for Country Director and Project Manager to travel to provinces and travel-related payments;
Greet visitors, answer general questions, and direct individuals to the appropriate person;
Dispatch and receive project-related emails, letters, and official documents;
Perform other tasks as assigned by TFCF managers.

Bachelor's degree or higher in accounting, finance, business management, or related fields Minimum of two years of working experience in a similar capacity, preferably in a non-profit organization Familiarity with accounting, labor, and auditing regulations in Viet Nam is a plus Knowledge and experience in systems applications and products for data processing Good written and spoken Vietnamese and English Sound knowledge of Microsoft Office applications Ability to maintain confidentiality People-oriented and results-driven Vietnamese nationality only