Finance & Admin Officer (AHF)

AIDS Healthcare Foundation (AHF), based in Los Angeles, California, is the largest community-based provider of HIV/AIDS care and treatment in the United States. AHF provides and shares its expertise in health care systems and management of HIV/AIDS programs in resource poor settings globally. It has its presence in Asia, Latin America/Caribbean, Eastern Europe and Africa. AHF Asia Bureau Secretariat is located and based in Cambodia, which currently provides support to the HIV/AIDS treatment and management programs in India, China, Cambodia, Thailand, Nepal, Laos, Myanmar, Indonesia and Vietnam.

AHF in Vietnam is focusing on the area of HIV/AIDS care and treatment to save lives for people living with HIV/AIDS in the country. In order to expand our operations, we are now seeking a talented, dedicated and committed Finance & Admin Officer to join our team.

Division: Global
Department: Asia Bureau
Country: Vietnam
Supervisor Title: Country Program Director
Prepare by: Country Program Director

I. Position summary:

An Finance & Admin Officer fulfills AHF’s mission of providing life-saving care and treatment to people living with HIV/AIDS by supporting basic finance related work tasks, general administration, HR and logistical works for AHF Hanoi Office, AHF branch office in Ho Chi Minh city as well as project sites.

This position is responsible for and taking the leading role in undertaking various finance and administration activities through the efficient handling of finance related work tasks, communications, information dissemination, reception, office management, general administrative support functions and provide the interpretation/translation services accurately to AHF’s international visitors and correspondences.

II. Essential Duties & Responsibilities:

Financial Tasks:

Be responsibility to keep the office petty cash and purchase essential office supplies/stationaries and other related based on the approval of CPD
Work with vendors to prepare letter of agreement (LA), contracts,… to procure HIV test kits, essential drugs and other program related assigned by CPD
Reviews, analyses and verifies all AHF business transactions; incl. accruals
Provide cash management oversight. Prepares monthly cash call and manages cash flows by assuring that adequate cash is available
Manages staff advances assuring that advances are controlled, monitored, and cleared. Assures that policies are followed
Monitor the development of drug, condoms and test kit inventory reporting and value
Ensures the timely receipt of financial and program reports from the partner organizations
Ensures that all financial and accounting requests and submissions are in compliance with AHF policies and procedures as well as with local accounting and tax regulations
Review monthly general ledger for accuracy
Compares actual spend with the approved budget lines and explains variances
Provides support with annual financial audits, contract audits, and any additional audits as necessary
Maintains and updates fixed asset schedules (capex and non-capex items); ensures tagging of the assets
Assist in the procurement process; ensures process follows AHF guidelines
Support local team with financial information and explanation
Assist AHF in assuring compliance with local law and regulations
Support the team to develop the budget for the project sites and review the financial reports of the sites if needed
Performs other duties as required by CPD.

Admin tasks:

Answer the telephone, take and deliver messages
Welcome guests and visitors
Send/collect mails and distribute to the receivers
Distribute incoming faxes, memos and newspapers
File, type and make photocopy of document as needed
Ensure efficient use of office equipment (air-condition, computers, printers, fax, telephones, photocopier, etc.) by staff, guests and consultants
Arrange maintenance as required or on periodic contract basis for communication systems and other equipment: phone, email, fax, photocopier, etc
Provide administration support to other teams as required: car service, stationary order, etc. and payment preparation
Logistics for meetings, conferences and workshops
Get quotes and order office supplies such as stationery and general office equipment within the budget guidelines of the organization, adhering to the national purchasing policy by sourcing best suppliers in terms of price, quality and services and ensuring necessary quotes and bids are obtained
Coordinate and assist with various project purchase requirements as required
Control and verify all expenditures monthly and annually of Hanoi Office and to ensure they are allocated correctly against approved budgets
Administer petty cash, process and file financial documentation
Prepare logistic for workshops/conferences (if requested) such as photocopy documents, stationaries, contract the partners, arrange location, invitation letter, etc.
Send mailer, parcel
Hotel booking, arrange car rental for AHF staff or the consultant
Support/carry out the purchasing work/checking the quotations for the project if requested
Support in translating the projects documents/emails from English into Vietnamese when needed
Be responsibility and assigned by CPM to do working tasks relating to HR at AHF Hanoi and AHF branch Office in Hochiminh City.

HR work tasks

Be responsibility for all process to recruit new staff (from prepare JD, announcement, set up interview, and employment contract preparation,)
Be responsibility to prepare HR-related reports to submit AHF in the Bureau and in LA

Please find the attached JD (20221013-jd-vn-finance-and-admin-officer) for further details.