Admin and Finance Officer (ECF)

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

What will you do?

Main Duties:

• Perform financial tasks of the office:

1. Process daily office-related payments, prepare cash disbursement vouchers, deposit, and payment entries
2. Support in the preparation of budgets for the office and projects
3. Prepare and submit financial reports monthly and quarterly
4. Prepare requests for installments from the Head Office
5. Process incoming bills and outgoing checks
6. Maintain financial files and records
7. Ensure the financial monitoring figures are regularly updated and accurate
8. Process Data Entry on Pluriform systems is performed ensuring consistency and accuracy of transactions with ECF standard chart of accounts and analysis codes
9. 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

1. Assist the project officer in preparing budgets
2. Assist the project officer in financial planning and reporting
3. Check financial reports from the projects
4. Perform controls in the financial administration of the projects

• Day-to-day office management

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

• Communication assistance

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

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

1. Participate in meetings on the request of the Country Representative or Project Officer, to make meeting minutes
2. Assist in purchasing equipment and instruments including asking quotes from suppliers and distribution to project partners.
3. Coordinate the production of printed materials needed for the projects; manuals, workbooks, translated materials, etc.
4. Organize travel arrangements (international and domestic) for national and international visitors, including itineraries, visas, transportation, accommodation, etc.
5. Organize logistics of workshops and training, including training material, transportation, accommodation, etc.
6. Support the Country Representative and Project Officer administratively in all project-related activities
7. 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

How to apply