Administrative/Finance Assistant

Specific Duties: ADMINISTRATION Filing and Server

Assist HR/Procurement Officer to control Program server, manage access rights and information database; oversee the maintenance and troubleshooting of information systems; ensure ongoing effectiveness of the Program’s information technology system;
Manage and keep an up-to-date and efficient office’s filing and correspondence system and database of both soft copy and hard copies (except for finance matters); and
Ensure security of hard copy filing and back-up of soft copy of administrative documents.

Meetings/Event/Workshops

Coordinate and assist the organization of Program events, workshops and meetings including venue coordination, invitations, participation confirmation, travel and accommodation arrangements, supplies and materials, equipment hire; and process payment to event suppliers; and
Coordinate and provide logistical support for Program activities and tasks, including travel arrangements, visas, field visits, and DFAT/counterpart visits.

Consumables, Equipment and Vehicles

Order stationery and small consumables for the office, in close cooperation with Finance Officer to maximise value for money and the best possible service delivery and follow-up on invoices and payment;
AdministerProgram assets office equipment and vehicles’ repair/maintenance; and
Take care of registration/modification of the use of the office telephone/fax/internet.

FINANCE

Manage petty cash to include accurate recording and weekly reconciliation of all transactions, disbursements (such as vehicle claims, office supplies, etc) and any deposits/refunds into petty cash;
Assist Program Finance Officer in processing per diem, advances and keep track of per diem/advances outstanding as per GREAT’s cost-norms and policy;
Assist Program Finance Officer in annual Personal Income Tax finalization (reconcile PIT code and Identity card number; prepare PIT receipt for consultants and partners);
Assist Program Finance Officer in semi-annual physical inventory check; and
Support the audit of projects under GREAT, and the audit of the Program

HUMAN RESOURCES

Assist HR/Procurement Officer in management of advisor stock take, staff annual leave and timesheet, recruitment and contract management process.

Other tasks required by HR/ProcurementOfficer and Program Finance Officer Required Qualifications:

University Degree
1-3 years of experience in a similar role
Bilingual (English and Vietnamese) at an advanced level;
Experience in expense accounting is a plus;
Proficient in using Microsoft Office suite with advanced Microsoft Word skills;
Advanced filing skills (both electronic file management and hardcopy filing protocols);

Skills/Abilities:

Quality (accurate, precise, thorough, complete, attention to detail);
Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
Willingness to learn and to be trained;
Helpfulness / positive attitude / diplomacy;
Organization (tidy and efficient workspace and electronic files);
Multi-tasking (prioritizing and juggling various tasks effectively);
Attendance / punctuality; and
Ability to work effectively in a fast-paced environment

Interested candidates are invited to send application to aus4equalityrecruitment@gmail.com. Please indicate the Job title in the subject line. Subject mail: [Aus4Equality|GREAT Program - 102020] Administrative/Finance Assistant - Fullname Application should include:

A cover letter including a response to each of the selection criteria
A detailed Curriculum Vitae
Contact of 03 referees

Deadline of submission: 5pm Sunday 25 October 2020 For more opportunities, please visit our website at http://equality.aus4vietnam.org/vacancies-at-great/ or facebook page at https://www.facebook.com/Aus4EqualityGREAT/ Women, and people of minority groups, are encouraged to apply.

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