Project Admin and Finance Assistant (ICRAF)

About our organization

The International Center for Research in Agroforestry (also known as the World Agroforestry or ICRAF) is an independent research institution which generates science-based knowledge about the complex role which trees play in agricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.

The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 34 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors. To learn more about our organization, please visit our website: www.worldagroforestry.org

Job Details

ICRAF Viet Nam country office is seeking for the dynamic motivated Project Admin and Finance Assistant (PAFA) to assist the Finance Officer and Project managers in finance preparation and conduction of field surveys, travel and logistic arrangement, data collections and field activity documentation required by projects.

Location: HCMCC building, 249A Thuy Khue street, Tay Ho district, Hanoi, Vietnam.

Organization name: ICRAF

Position: Project Admin and Finance Assistant (PAFA)

Deadline for submission: 10/8/2023

The PAFA will report directly to the Finance Officer and work closely with projects team. She/he is required to perform and fulfill the following tasks and responsibilities:

Main Responsibilities

1. Finance assistance (60%) Under direct supervision of the finance officer, the job holder is expected to deliver the following tasks and responsibilities:

Support to handle Travel Authorization and Travel Expense Claims of project staffs.
Conducting initial screening of supporting documents, keeping, and filing the claims in order before submitting for review and approval
Follow-up cash advance and its clearance
Conduct scanning/photocopying and/or filing accounting documents and vouchers.
Assist in denoting or translating of expenditure description in partner’s financial report from Vietnamese to English if any.
In collaboration with admin officer to ensure that databases of asset information are in place including inventory and asset-tagging
Contact/paper drop to/at bank, local government authorities as requested.
Support the internal/external audit work.
Other tasks as required.

2. Project admin Assistance (40%) Project admin assistant is expected to deliver the following tasks required by the office

Support / project team in communicating with local authority or service providers to ensure travel permission and arrangement, hotel booking and other logistics for project field missions.
Support in preparation of project procurement documents.
Participate in field data collection, encoding, tabulation, cleaning, and brief analysis with guidance from the supervising researcher, this includes scheduling survey and focus group discussions, communicating with respondents/participants.
Assist to facilitate grass-root meeting, training, ToT and community group discussion as necessary. This includes distribution of meeting and workshop agenda, communicating with local government officials and workshop/meeting participants, arranging logistics, registration, material printing and drafting documentation of events.

Qualifications and Skills Required

Minimum Academic and Professional Qualifications:

Bachelor’s degree in administration, finance, economics, agriculture/forestry, or related field.

Minimum Work Experience:

At least two years of relevant experience, preferably related to finance, administration, agriculture/forestry projects or related fields.
Working experience with nonprofit sector or research organizations is a merit.
Good computer literacy (Window-based system including Excel and Word)

Skills and Competencies

Well organized; able to meet deadlines.
Good command of English, showing ability to communicate well in spoken and written form in both Vietnamese and English
Good interpersonal skills and ability to work well in multi-cultural teams.
Good understanding of time management and able to work under pressure.
Ability to work independently.
Good facilitation skill.
Willingness to spend some time in the project sites.
Open to receiving feedbacks from others.

Terms of offer

One-year contract with a competitive salary, to be renewed upon performance and budget availability.
The contract is subject to 3 (three) monthsprobation period, assessment of performance.
Start working as soon as possible. Immediate availability to join CIFOR-ICRAF team is a merit.

How to apply

Applications for the position must include:

A cover letter illustrating your suitability for the position against the listed requirements.
A detailed curriculum vitae.
The names and addresses of three referees, including telephone, and email address.

All correspondence should be addressed to the World Agroforestry Centre (ICRAF) Office Hanoi, at the 13th floor, HCMCC building, 249A Thuy Khue street, Tay Ho district, Hanoi, Vietnam OR via email: icraf-vietnam@cifor-icraf.org.

Applicants should indicate “Application – Project Admin and Finance Assistant” on their application letters and email submissions.

Applications will be considered until the 10 August 2023. Please note that only short-listed applicants will be contacted.

ICRAF believes that staff diversity promotes excellence, and strongly encourages local-based candidates to apply. We invite you to learn more about ICRAF at our web site: www.worldagroforestry.org/regions/southeast_asia/vietnam