Accountant (DAI)

Accountant

USAID Vietnam Urban Energy Security (VUES)

Scope of Work

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments. More information about DAI can be found on the DAI website (www.dai.com).

Project Background

The Vietnam Urban Energy Security (VUES) is a 4-year, USAID funded activity that addresses the problems of growing energy demand and air pollution from large coal projects and current urban energy practices in Vietnam. The activity supports cities to take advantage of 1) the technological advancements and cost reductions of advanced, distributed energy solutions such as rooftop solar, battery storage, and demand response; 2) cleaner forms of transport; 3) energy efficiency and modern energy technologies for municipal services (such as LED street lighting, super-efficient air conditioners, etc.); and 4) business opportunities for local entrepreneurs  in deploying distributed energy systems and services.

The specific objectives of this activity are to assist Vietnamese cities to:

1. Improve enabling policies, regulations, and city-level plans/programs for the deployment of resilient, distributed energy services;
2. Mobilize public and private sector investment for the deployment of advanced, distributed energy systems;
3. Increase adoption of innovative technologies, practices, business and financing models for advanced, distributed urban energy solutions.

Position Overview
The Accountant will play a pivotal role in assuring adherence to financial policies, project policies and procedures, regulations, controls, and reporting systems. The Accountant will provide accounting and financial analysis support to the project office and will ensure submission of financial reports based on internal deadlines. This position will ensure compliance of all accounting and financial reporting functions. Responsible for recording costs and day to day general accounting, accounts receivable/payable, payroll, risk management, managing partner relationships, assuring all backup documentation is audit ready, and troubleshooting accounting issues. The individual is also responsible for cash flow analyses, and the overall financial well-being of the project

Responsibilities

Financial Reporting

• Develops and maintains reports of status of financial management activities (i.e. monthly and quarterly reporting)
• Responsible for ensuring project assets/inventory report is balanced against the general ledger/FAS prior to submission to USAID
• Responsible for ensuring that any/all contractual financial reporting requirements are identified and complied in a timely and accurate manner
• Ensures that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner
• Reviews and submits monthly reconciliation reports
• Monitors and submits advance, commitment, and grant reports as applicable
• Develops and submits other project reports necessary and based on registration requirements to local authorities
• Oversees the reporting of expenses by regional offices (if applicable)
• Monitors and reports on partner/vendor payment schedules and obligations
• Provides annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as applicable

Audit

• Supports preparation of internal and external audits
• Supports responses and actions to internal audit comments
• Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM)
• Performs regular spot audits on project’s files.
• Ensures adequate backup documentation is uploaded to relevant system according to set deadlines

Policies & Procedures

• Ensures that accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract

General Accounting/Financial Management

• Initiates wire requests for field project implementation
• Verifies vendor invoices for accuracy
• Verifies accuracy of expenses and project accounting codes
• Conducts regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances
• Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments
• Ensures request for payments have appropriate approvals
• Ensures the timely deposit of cash receipts
• Responsible for recording and assigning costs based on approved budget in field accounting system (FAS)
• Performs monthly bank reconciliations and routinely monitors bank account balances
• Verifies back up documentation for all project-related transactions, and ensures completeness and appropriate review and approvals are documented
• Responsible for ensuring petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed
• Ensures the safeguard of bank checks, and cash receipts
• Ensures proper segregation of duties within the Finance/Accounting Department
• Manages banking relationships and coordinates periodic updates for checking account signers
• Prepares, reviews and submits project cost data prior to submitting Oracle data reports to DAI Washington
• Maintains file management systems for soft and hard copy documentation
• Establishes guidelines for maintaining sub-grant and other partnership files and activities as applicable
• Maintains files on grant/procurement/subcontractor documents and modifications as applicable
• Directs the schedule of financial activities to ensure the timely preparation of budget related reports
• Supervises periodic cash counts
• Ensures non-billable expenses are thoroughly reviewed and are kept to a minimum
• Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines
• Analyzes and reconciles project inventory on a regular basis ensuring that the value/purchase price of project assets reflected in the inventory register agrees with the total shown in the cumulative Non-Expendable account balance.

Travel Advances & Reimbursements

• Audits travel requests and expense reports for accuracy and compliance
• Follow procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel
• Reviews and monitors outstanding advances report by paying close attention to advances that have not been settled after 30 days of issuance.

Payroll

• Processes timely and accurate payroll payments for the office and ensures leave balance and payroll taxes are accurate
• Tracjs and monitors leave balances and liability payments
• Ensures staff compliance with timekeeping policy and recordkeeping

Financial Systems

• Uses field accounting system (FAS), cloud software for backup documentation, DAI’s project management system (TAMIS), etc. regularly
• Communicates with home office system support teams on system or operations troubleshooting technical issues
• Ensures that voucher files are scanned and uploaded to DAI’s System for the Electronic Archival of Financial Documentation - BOX

Qualifications

• B.A. Degree in Accounting, Finance, Business Administration or equivalent. Advanced degree MBA, CPA or equivalent preferred.
• 6+ years of relevant experience and progressive responsibility in finance and accounting, office administration, project operations at the mid-level of an organization
• Minimum 2 years’ experience managing USAID funded projects
• Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations
• Accuracy in working with large amounts of data
• Ability to respond effectively to the most sensitive inquiries or complaints
• Experience with enterprise accounting software, and Microsoft office suite
• Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.)
• Demonstrated report writing skills in English is required.
• An articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate
• professional image
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Fluency in English is required

Level of Effort, Location and Reporting

This is a full time position.  The employment contract will be on a yearly basis, with possible extensions until the close of the project. The Accountant reports to the Finance and Operations Manager.  The position is based in Hanoi.

Application Instructions

Applicants should apply via Formsite at this link:
https://fs9.formsite.com/daisuppliers/itlfchkr5h/index.html

Select the position in which you are interested in applying for, fill out the required information and upload CV. Only finalist candidates will be contacted. Only applicants that apply via this link will be reviewed. No phone calls or in-person applications will be accepted. Positions are for Vietnam Nationals
only.

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