Finance and Admin Assistant (HelpAge)

Finance and Admin Assistant

Work base: HelpAge International Office in Hanoi, Vietnam (HAIV) - Around 30% travel to the field
Contract timeframe: From Jul 2023 to Jul 2024 (renew if possible)- 2-month probation (full salary)
Starting date: Last week of Jul 2023
Responsible to: Finance & Admin Officer (FAO) and Finance & Admin Manager (FAM)
Relations with others: Close working relations with all members in the HAIV team, partner organisations
Salary scale: 500 to 600 USD per month (full-time, gross) - depends on experiences (Equivalent: 11.8 to 14.1 million VND/month)
Benefit: Provident Fund (10% of base salary) and Social, Health and Unemployment Insurances
Condition: This position is opened for Vietnamese nationals only
Application closing date: 19 Jul 2023

Note: This job description is indicative of areas of work. However, given the nature of our work, some adaptations and flexibility are required. Thus, the JD will be modified from time to time, in consultation with the staff involved.

ALL APPLICANTS MUST HAVE THE EXISTING RIGHT TO WORK IN VIETNAM

HelpAge International

HelpAge International is global network of organisations working towards a world where older people fulfil their potential to lead active, dignified, healthy and secure lives. The HelpAge global network is made up of 158 members in 86 countries working to support older people and promote their rights, with programmes managed by hubs in London, Africa, Asia and the Middle East.

The world HelpAge wants to see is one where everyone, whatever their age, can say:

I enjoy the well-being
I am treated with dignity
My voice is heard.

HelpAge International’s strategy 2020-2030 promises that by 2030, millions of the older people will enjoy a better quality of life, through improved wellbeing, dignity and voice. We believe that everyone should have the opportunity to live a long and healthy life, experience wellbeing and do what they value.

HelpAge International in Vietnam

HelpAge International in Vietnam (HAIV) – an INGO, the country office of HelpAge International – is a creative and dynamic organisation, working with partners in Vietnam including both government agencies, academies and mass organizations in the sectors of health and care, livelihood, life long learning, community development, community-based disaster risk management, among others, mainly through supporting the establishment and improvement of, and capacity building for Intergenerational Self-help Clubs (ISHCs) and policy influencing.

HAIV is looking for an experienced and qualified Vietnamese national to fill in the position of Finance and Admin Assistant (FAA).

The Role

The recruitment of the FAA is to support the implementation of HelpAge finance and administration works as assigned by the FAM/FAO.

To provide an excellent administrative, financial support to the HAIV teams and contribute to the smooth and efficient running of the office, as well.

Key Responsibilities

Admin and Finance/Account support

Maintain and administrate advance and settle for project’s trip. Ensure the correctness of financial records.
Be responsible for ensuring all banking is undertaken promptly and bank records are up-to-date and accurate.
Making payments and liaising with staff and suppliers as necessary.
Support the FAM/FAO to produce project financial reports, project budgets and forecasts as required, including the detailed budget sheets (DBSs).
To ensure that financial dossiers and supporting documents is compliant with HelpAge & donor requirement
Support FAM/FAO in Tax and Insurance works.
To support the work of audits as assigned Support FAM/FAO in all procurement works in compliance with the Procurement Policy
Responsible for running errands and ancillary purchases e.g. Mailing & Courier, Banking services, Utilities payment. Update the asset and inventory list.
Facilitate visitors transportation to the hotel, airport and meetings Programme/project support
Support project team(s) to maintain the project team’s information systems, both electronic and hard copies. Ensure to file dossiers as HAIV regulation. Assist the HAIV Team in preparing and maintaining documents relating to proposals and projects.
Support the HAIV Team to liaise with the project and partners’ staff who are associated with the projects. Check and ensure the correctness of financial reports from project partners.
Participate in and support the project team in the project’s trainings, meetings, monitoring visits and advocacy, capacity building activities
Assist in the preparation process of workshops or meetings of interests to HAIV and participation as required.
To perform other tasks assigned by FAM or FAO.

Safeguarding responsibilities

Preventing harm and abuse from our people, operations and programmes, to anyone that encounters our work;
Reporting all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism;
Complying with all safeguarding framework policies and practices;
Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.
Reducing the risk of harm and abuse in the field;
Involving communities in the design of programmes and complaint response mechanisms, be responsible for implementation and review;
Attending specialist field training on safeguarding as required;
Maintaining maps of support services for survivors;
Receiving and responding to complainants/survivors and ensuring that no further harm is done, following a survivor-centred approach, using the principles of psychological first aid, and signposting to
Reporting all safeguarding incidents, they become aware of

Person Specification

Essential

Experience of basic office administration
Reliable and trustworthy particularly in dealing with confidential matters
Systematic and organised approach to work with the ability to multi task
Culture awareness and sensitivity; communication and facilitation skills
Organisation and work planning skills
Able to travel to project sites on a regular base
Standard knowledge on financial issues
Skill in preparing and maintaining accurate accounting records, financial statements and budgets
Skill in maintaining and updating filing systems
Strong IT user skills including knowledge of spreadsheets
Skill in cash management (cashiering and cash transaction) including cash disbursement and cheque payments
A commitment to: working to our values, safeguarding, equal opportunities, respect and dignity, health and safety and data protection policies
Intermediate or above level of English

Demand

Good training and facilitation skills
Experience in working with older people
Experience in and have a good understanding of development issues, with an active interest in promoting an inclusive and intergenerational approach
Basic knowledge of current international accounting, procedures

How to apply

Please submit your application document consists of:

A covering letter outlining your suitability for the role that should not be more than 1 page of A4 size
An updated curriculum vitae (CV), maximum 3 pages of A4 size
Two referees, including your most recent employers

Please put the covering letter and CV in one file and send by email to halt@helpagevn.org and dathq@helpagevn.org by the closing date of 19th July 2023. Please clearly note which position you are applying in your email title.

HelpAge International is an equal opportunities employer.

With a view to minimising our administration costs we are unfortunately only able to contact again those candidates who have been shortlisted for interview and writing test.