Admin and Finance Officer (ECF)

Job Description

Organisation Name: ECF
Location: Ho Chi Minh
Application Deadline: 15/12/2023

What will you do?

The Admin and Finance Officer ECF will take care of adequate implementation and updating of the administration and financial administration within the ECF-Vietnam office and report to the ECF country representative.

Main Duties:

1. Finance:

Perform financial tasks of the office:

Process daily office-related payments, prepare cash disbursement vouchers, deposit, and payment entries
Support in the preparation of budgets for the office and projects
Prepare and submit financial reports monthly and quarterly
Prepare requests for installments from the Head Office
Process incoming bills and outgoing checks
Maintain financial files and records
Ensure the financial monitoring figures are regularly updated and accurate
Process Data Entry on Pluriform systems is performed ensuring consistency and accuracy of transactions with ECF standard chart of accounts and analysis codes
The cross-check is regularly updated and reconciled with the Pluriform systems data

Assist in the financial management of all ECF-supported projects in Vietnam

Assist the project officer in preparing budgets
Assist the project officer in financial planning and reporting
Check financial reports from the projects
Perform controls in the financial administration of the projects

2. Administration:

Day-to-day office management

Perform general administrative tasks to include but not limited to translating, photocopying, faxing, filing, receiving and making phone calls, coordinating in- and outgoing mail
Maintain stock of office supplies

Communication assistance

Support writing short articles and portraits and creating content about the activities and their beneficiaries used for media both in Vietnam and the Netherlands
Maintain our country's Facebook page and website
Maintain and use the customer relations management system (database management)

Support activities contributing to the progress of the ECF-supported projects

Participate in meetings on the request of the Country Representative or Project Officer, to make meeting minutes
Assist in purchasing equipment and instruments including asking quotes from suppliers and distribution to project partners.
Coordinate the production of printed materials needed for the projects; manuals, workbooks, translated materials, etc.
Organize travel arrangements (international and domestic) for national and international visitors, including itineraries, visas, transportation, accommodation, etc.
Organize logistics of workshops and training, including training material, transportation, accommodation, etc.
Support the Country Representative and Project Officer administratively in all project-related activities
When necessary, travel within and/or outside Vietnam if required by the organization

Who are we looking for?

University degree required, which major in Finance is preferred
At least 3 years of accounting experience
Good administrative skills, systematic way of working, and experience in organizing office documentation and materials
Ability to use computer software related to program administration, Microsoft Office programs, notably Word, Excel, and PowerPoint
Ability to communicate effectively
Ability to work according to deadlines and instructions
Being motivated and able to work independently
Demonstrated ability in team situations, sensitive to others, and an ability to provide support and positive timely contribution
Carefulness, accuracy, honesty, enthusiasm, and willingness to learn

Duration of contract: 12 months with possible extension

How to apply

Please send (1) Application letter and (2) CV in English to Ms. Chau Le at c.le@eyecarefoundation.nl by 5 pm, Friday, 15th December 2023. Only short-listed candidates will be contacted.