Consultant on automation of forms and templates

Position: Consultant on automation of forms and templates

Reports to: Finance & Administration Manger

Location: Ha Noi

Country Program: Viet Nam

Team/Division: Finance & Administration

I. Background:

Organization Background

The Wildlife Conservation Society (WCS) is a US non-profit, tax-exempt, private organization established in 1895 that saves wildlife and wild places by understanding critical issues, crafting science-based solutions, and taking conservation actions that benefit nature and humanity. With more than a century of experience, long-term commitments in dozens of landscapes, presence in nearly 60 nations, and experience helping to establish over 150 protected areas across the globe, WCS has amassed the biological knowledge, cultural understanding and partnerships to ensure that vibrant, wild places and wildlife thrive alongside local communities. Working with local communities and organizations, that knowledge is applied to address species, habitat and ecosystem management issues critical to improving the quality of life of poor rural people whose livelihoods depend on the direct utilization of natural resources.

WCS Viet Nam Program Overview:

WCS has been working in Viet Nam since 2006, focusing on strengthening the commitment, capacity and actions of the government of Vietnam to combat wildlife trafficking. Through support and cooperation to executive and judiciary sectors, including Ministry of Public Security, Supreme People’s Court, Supreme People’s Procuracy, Ministry of Justice, Ministry of Agriculture and Rural Development, and the National Assembly, it has provided and shared intelligence on criminal wildlife networks which help generate well-informed decisions in enforcement operations. WCS Viet Nam have generated a wide range of reliable data on a number of related issues on illegal wildlife trade, trained and briefed about 3,300 law enforcement officers, policy makers, journalist, researcher and managers at nation-wide in investigation and enforcement techniques, legal barriers and distributed a number of technical handbooks and guides. It has assisted central agencies to review and propose necessary changes to national legislation, criminal intelligence analysis systems, inter-agency cooperation. WCS has also facilitated Government to Government dialogue through multilateral and bi-lateral collaboration efforts, between Viet Nam and Asian, African and Latin American countries, to detect and response to illegal wildlife trade networks. Its wildlife health expertise has been leveraged to address unregulated wildlife trade and mitigation of pandemic threats, through collaborative research, training, and policy development.

Job Summary:

Under the supervision of the Finance and Administration Manager, the Consultant on Automation of forms and templates will work on improvement of current forms and templates of WCS to automate certain functions, reduce manual works and errors incurred due to high number of grants and coding requirements from internal WCS’s accounting system.

II. Objectives:

1. Automation of current forms and templates in frequent use by staff

2. Reduction of errors caused by wrong inputs of codings into forms and templates

3. Reduction of time required for staff in completing forms and templates

4. Simplification the interface of forms and templates for the purpose of user –friendly.

5. Automated reports and data management are created using applications with limited errors and can easily be fixed by the team themselves.

III. Activities:

1. Review forms and templates in use by WCS, discuss and propose on possible improvement and automation (Payment Voucher, Travel Authorization, Travel expense reports, Budget and Advance details, Expense report, SAP templates, GL template, Bank transfer, Salary & Fringes/Benefit allocations, Office cost allocation)

2. Review reporting templates and propose on possible improvement and automation (Grant Financial Management report, Team management report)

3. Use VBA/Excel Macro or equivalent to automate/improve the forms and report templates

4. Train finance team to use and fix errors

3 months maintenance to make sure automated forms/templates running smoothly without errors

IV. Schedule/Plan:

1. Discuss with Finance Team, understand coding system and review forms/templates/reports: 1-4 December 19

2. Propose and present possible improvement and automation, discuss and finalize: 5-7 December 19

3. Work on creation of automated forms/templates/reports: 7-12 December 19

4. Present 1stversion of automated forms/templates/reports and gets feedback/comments: 12-13 December 19

5. Trial run and finalization: 14-16 December 19

6. Provide training to the team: 17 December 19

7. Maintenance, troubleshooting and fix errors: 1 days per month from December 19 – February 2020.

V. Outputs / Deliverable:

1. Submission of idea of automated forms/templates/reports: by 7th December 2019

2. Presentation of 1st version of automated forms/templates/reports: by 13 December 2019

3. Presentation of final version and training to finance team: by 16th December 2019

4. Completion of maintenance and satisfactory usage of templates without errors/issues: by 28th February 2019

VI. Requirements:

1. University degree in Information and Technology or related fields.

2. Certification in VBA excel or equivalent.

3. Solid and practical knowledge and experience in VBA/Excel macro/Excel

4. At least 5-year working experience in IT. Experience in doing similar works for INGOs or companies is an advantage.

5. Have strong analytics and problem solving capabilities

6. Organizational and time management skills and ability to meet deadlines.

7. Basic English is required.

VII. Professional fee and expenses

Professional fee and other expenses (travel, accommodation, per-diem, if any) within the scope of the service shall be based on the consultant’s proposal in accordance with WCS’s cost norms and activity’s budget.

VIII. Application Procedure

Interested candidates are invited to send their CV, degrees and proof of relevant experience to Ms. Nguyen Thu My, Human Resource Officer of WCS, email address: ntmy@wcs.org by 23:59 on 24 November 2019 at the latest.

Alternatively, send application via post to WCS, 106 D Building, No. 3 Thanh Cong Street, Thanh Cong Ward, Ba Dinh District, Ha Noi. Please note on the cover as Application of “Consultancy on automation of forms and templates”

Note: Only shortlisted candidate will be contacted.

Tags: Wildlife Conservation Society (WCS)