Finance and Operations Manager (DAI)

Finance and Operations Manager

USAID Vietnam Urban Energy Security (VUES)

Scope of Work

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments. More information about DAI can be found on the DAI website (www.dai.com).

Project Background

The Vietnam Urban Energy Security (VUES) is a 4-year, USAID funded activity that addresses the problems of growing energy demand and air pollution from large coal projects and current urban energy practices in Vietnam. The activity supports cities to take advantage of 1) the technological advancements and cost reductions of advanced, distributed energy solutions such as rooftop solar, battery storage, and demand response; 2) cleaner forms of transport; 3) energy efficiency and modern energy technologies for municipal services (such as LED street lighting, super-efficient air conditioners, etc.); and 4) business opportunities for local entrepreneurs  in deploying distributed energy systems and services.

The specific objectives of this activity are to assist Vietnamese cities to:

1. Improve enabling policies, regulations, and city-level plans/programs for the deployment of resilient, distributed energy services;
2. Mobilize public and private sector investment for the deployment of advanced, distributed energy systems;
3. Increase adoption of innovative technologies, practices, business and financing models for advanced, distributed urban energy solutions.

Position Overview

The Finance and Operations Manager oversees all project operations and human resources, including supervising staff responsible for finance, procurement and administration and coordinating closely with the Activity Fund Manager and grants team. He/She will play a pivotal role in overseeing adherence to project’s Field Operations Manual; USAID rules and regulations; contract requirements and limitations; financial; procurement, and grants policies and procedures; internal controls and operations reporting systems. He/she will supervise the HR & Office Manager, Procurement and Logistics Specialist, Accountant, and Admin and Finance Assistant. He/she will be responsible for cash flow analyses, and the overall financial well-being of the project.

Responsibilities Management

• Maintain comprehensive knowledge of project’s Field Operations Manual (FOM) and identify areas where policies, procedures and/or practices may not align with project practice and advise project management with recommendations
• Ensure all document retention requirements are met across various departments, i.e. procurement, grants, logistics, human resources, inventory management, technical/delivery
• Train staff on finance procedures and documentation requirements
• Oversee general office space management and layout

Financial Reporting

• Develop and maintain reports of status of financial management activities (such as monthly and quarterly reporting)
• Ensure project assets/inventory report is balanced against the general ledger/FAS prior to submission to USAID
• Ensure that any/all contractual financial reporting requirements are identified and complied in a timely and accurate manner
• Ensure that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner
• Review and submit monthly reconciliation reports
• Monitor and submit advance, commitment, and grant reports as applicable
• Develop and submit other reports as necessary based on registration requirements to local authorities
• Oversee the tracking and reporting of expenses by any regional offices or remote staff
• Monitor and report on partner/vendor payment schedules and obligations
• Provide annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as needed

Audit

• Manage preparation of internal and external audits
• Support responses and actions to internal audit comments
• Conduct daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM) to maintain audit readiness
• Perform regular spot audits on project’s files
• Ensure all required backup documentation is uploaded to DAI file management system according to set deadlines

Policies and Procedures

• Ensure accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract

General Accounting/Financial Management

• Oversee all field accounting procedures, ensuring that they are compliant with local laws, local tax regulations, DAI policies and procedures, and USAID regulations
• Manage, process and account for all project expenditures
• Allocate project funds among various program activities with the authorization of COP
• Review wire requests for field project implementation
• Conduct regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances
• Ensure invoices, advances and reimbursements, checks, and wire transfer payments are processed accurately and in a timely manner
• Ensure the timely deposit of cash receipts
• Ensure petty cash is maintained at an appropriate level for ongoing operational activities and that established petty cash guidelines are adhered to
• Supervise periodic cash counts
• Ensure the safeguard of bank checks, and cash receipts
• Ensure proper segregation of duties within the Finance/Accounting Department
• Manage banking relationships and coordinate periodic updates for checking account signatories
• Review and approve bank reconciliations prepared by the field accountant
• Prepare and review project cost data prior to submitting Oracle data reports to DAI Washington
• Maintain file management systems for soft and hard copy documentation as required
• Establish guidelines for maintaining sub-grant and other partnership files and activities as applicable
• Maintain files on grant/procurement/subcontractor documents and modifications as required
• Direct the schedule of financial activities to ensure the timely preparation of budget related reports
• Ensure non-billable expenses are thoroughly reviewed and are kept to a minimum
• Ensure any foreign taxes paid are tracked, recorded, and reported to USAID in accordance with ADS guidelines

Travel Advances and Reimbursements

• Follow and maintain procedures to ensure accurate and timely payment of travel advances and reimbursements for staff and partner travel
• Maintain procedures to ensure accurate and timely reconciliation of travel advances
• Review outstanding advances and aging reports for accuracy and follow up as needed

Payroll

• Ensure the timely and accurate processing and review of all payroll transactions, assuring compliance with established employment agreements and modifications
• Approve overtime expenses (if applicable per Project Schedule of Authorities)
• Ensures staff compliance with timekeeping policy and recordkeeping
• Serves as backup for payroll processing when applicable

Financial Systems

• Oversee and Monitor use of field accounting system (FAS), cloud software for backup documentation, DAI’s operations system (TAMIS), etc.
• Coordinate with home office system support teams to troubleshoot technical issues related to systems or operations
• Train finance staff on DAI financial systems as needed

Other

• Oversee project procurement processes and assure the most reasonable, expeditions, and appropriate procurement choices were made pursuant to DAI’s Field Operations Manual.
• Maintain all personnel policies to ensure compliance with local labor law, tax law, and USAID regulations.
• Ensure compliance with the VUES contract and USAID regulations, including grants administration.
• Ensure procurement, administrative and personnel files are properly documented, well-organized, updated and closed upon completion of an activity.

Qualifications

• 8 years of experience in donor-funded projects in Vietnam, 4 of which are in management positions
• Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations.
• Experience with banking (e.g. reconciliations, petty cash management, etc.).
• Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.).
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Demonstrated report writing skills in English is required.
• University degree in finance, human resources management, business administration, public administration, economics, or other relevant field is required. Masters preferred.
• Fluency in Vietnamese; Fluency in English a plus

Level of Effort, Location and Reporting

This is a full-time position. The employment contract will be on a yearly basis, with possible extensions until the close of the project. The Finance and Operations Manager reports to the Chief of Party.  The position is based in Hanoi.

Application Instructions

Applicants should apply via Formsite at this link:
https://fs9.formsite.com/daisuppliers/itlfchkr5h/index.html

Select the position in which you are interested in applying for, fill out the required information and upload CV. Only finalist candidates will be contacted.

Only applicants that apply via this link will be reviewed. No phone calls or in-person applications will be accepted. Positions are for Vietnam Nationals only.

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