Accountant/Cashier (HI)

Job Description

Place: Ha Noi, Vietnam

Type of contract: Fixed Term contract

Line manager: Finance Senior Officer

Starting date: 11/12/2023

Closing date for applications: 24/12/2023

Background

Humanity & Inclusion/HI (previously known as Handicap International) is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

Since the organisation was first founded in 1982, we have set up development programmes in 62 countries and responded to many emergencies. Today we have a budget of around 150 million euros, with 3500 employees worldwide.

HI is engaged in an employment policy in favour of disabled workers. For further information about the association: www.hi.org.

CONTEXTUALISATION

HI has been working in Vietnam for 30 years, primarily in the fields of health and prevention (mother and child health and road safety), rehabilitation (rehabilitation care for people with spinal cord injury and brain lesions), education (access to inclusive education for children with disabilities), and livelihoods (access to decent work for people with disabilities).

The Vietnam program is currently implementing projects related to physical rehabilitation, social inclusion, and economic inclusion. HI has its presence in the capital Hanoi, central and central-southern provinces. USAID is the primary donor of HI Vietnam mission.

HI in Vietnam is part of the regional program, that includes Laos, Cambodia, Philippines, Vietnam, and China; the Regional Office is located in Vientiane, Laos.

The accountant/cashier is responsible for the regular keeping of the accounts, closing the accounts, monitoring payable and receivable accounts, keeping of cash boxes, advance ledger, checking supporting documents, prepare payments, identifying fixed assets, archiving supporting documents and compliance with the organisation’s standards and the country’s regulatory framework.

MISSION/RESPONSIBILITIES

Mission 1 : Strategy and steering

Monitors and reports to his or her line manager and functional manager on the accounting risks of which he or she is aware and contributes towards their mitigation.
Helps to identify accounting and legal risks for HI within his or her area of responsibility.
Participates in the strengthening of partners' skills in the financial field (if any).

Mission 2 : Standards and expertise

Deploys all of HI’s financial policies, processes and tools within his or her area of responsibility.
Ensures that HI’s legal obligations are met and produces the required financial documents.
Reports any changes in standards, case law or in the practices of other stakeholders in the financial field of which he/she is aware.
Complies with the General Data Protection Regurlation (GDPR).
Implements and complies with procedure for archiving financial documents and publishes and updates financial documents in the dedicated workspaces.
Contributes to internal control within his or her area of responsibility and applies identified corrective actions.

Mission 3 : Operational implementation

Responsibility 1 : Regular keeping of the accounts

On a daily basis, makes entries in the accounting software, ensuring that the descriptions of the entries are accurate and consistent with accounting allocations and that all the required fields are completed, in keeping with HI’s chart of accounts.
Takes delivery of supporting documents,and translates the essential elements into one of HI’s working languages (English).
Formalises requests to create or close accounts journals in the accounting system.
Prepares all the documents for the monthly and annual closing of accounts.
Creates fixed assets sheets in the accounting software and sends the fixed assets’ identification number to Logistics for recording in the Equipment Monitoring Chart (EMC).
Prepare for VAT declarations and submit VAT reimbursement of each project to tax dept.
Prepares any supporting documents asked for by internal or external auditors.
May be required to temporarily replace a member of the accounting team.

Responsibility 2 : Makes payments and pays advances

Pays in and disburses money from the cash boxes for which he or she is responsible and records the movements in a cash ledger.
Pays advances, records them in an advance ledger and clears them.
Regularly checks the cashbox balances against the cash ledger and the advances ledger.
Monitors the availability of cash in the cash boxes and alerts the Treasurer if there is a risk of shortage.
Prepares cheques and bank transfer orders, submits them to the bank signatories and keeps a copy.
Monitors the number of chequebooks available and orders new ones as necessary.
Adheres to security and safekeeping procedures and alerts his or her supervisor in the event of an incident.
Carries out cash inventories and informs the accountant of any outstanding advances at closing of accounts
Monitors and records the cash and bank report monthly as well as cash count andbank reconciliation.
Prepares fund request and submits them to Treasury department at HQ for international bank transfer

Responsibility 3 : Ensures the quality and availability of supporting documents

Checks the admissibility of the supporting documents with regard to HI and Vietnam rules for recording in general journal (Excel report and the accounting software) and archiving.
Monitors advances and their supporting documents.

Responsibility 4 : Archiving accounting documents

Produces the accounting documents slip with the barcode from the accounting software.
Ensures the legibility and regular scanning of supporting documents.
On a monthly basis, archives scanned documents on a server and paper documents in a location that guarantees their physical integrity.
Sends supporting documents (paper or digital format) to their final storage locations.

Mission 4 : Profession facilitation

Contributes towards the facilitation of the profession’s development in his or her area of responsibility

Mission 5 : Emrgency preparedness and response

Contributes to the program's emergency preparedness actions and, during an emergency, adapts his/her work modality to contribute to HI’s effective humanitarian response.

PROFILE REQUIRED

Skills

	Know	Practice	Proficient	Expert
Cash-flow management		X
Accounts management		X
Tax management		X
Financial and budget management	X
Financial management of institutional funding	X
Organisation design		X
Facilitation and/or design of training and skills development		X
Facilitation and/or design of training and skills development		X
Risk management	X
Internal control		X
Information security management	X
Use of accounting system		X
Humanitarian monitoring and emergency preparedness		X
Emergency response		X
Operational partnerships		X
Monitoring of results and indicators	X
Safety	X
Security		X
Frameworks and references		X
Office and collaborative tools		X
Stress management	X
Collaborate in a global organization	X

Qualifications:

Education requirement: Bachelor's degree in finance/accounting/auditing;
Minimum 02 years of in the field of accounting. Working in an international NGO, multilateral agency, or donor context preferred;
Language requirement: native Vietnamese and proficient English
Sound knowledge of MS Office software use;
Excellent interpersonal skills and strong organisational ability;
A good team player but also willing to work on own initiatives;

CONDITIONS OF THE POSITION

Type of contract: Fixed term contract
Wage: According to profile and experience

How to apply

Only online by joining a CV and cover letter via the following email: recruitment@vietnam.hi.org. Only short-listed candidates will be notified.

Humanity & Inclusion (HI) is an equal opportunity employer. Women and people living with disabilities are strongly encouraged to apply. HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc). HI has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do. For further information about the association: http://www.handicap-international.fr/