JOB DESCRIPTION

(Apply for Admin and Account Assistant (AAA) and Program Assistant (PA))

Effective date : Oct 2016

Job Title: AAA / PA

Location: HelpAge International Office in Hanoi, Vietnam (HAIV). Around 40% travel to the field.

Responsible to: National Project Officer (NPO) and Finance & Admin Manager/Officer (FAM/FAO).

Relations with others: Close working relations with all members in the HAIV team, partner organisations, projects and local partners.

Salary scale : 400 USD per month (full-time, gross) (Equivalent to 8,910,000 VND per month)

Benefit : Provident Fund (10% of base salary) and Social & Health Insurances

Contract timeframe: 3 months (from Oct 2016 to Dec 2016 – renewable depending on performance and funding availability)

Recruitment: Local recruitment (only Vietnamese)

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

Background

HelpAge International’s Office in Hanoi Vietnam (HAIV) supports a large network of partner organisations across the country. Partners across the network are responsible for implementing a wide range of programmes work for which HAI receives funding from both internal and external donors.

The recruitment of the PA/AAA is to support the implementation of HelpAge projects as assigned by NPO and carry out HAIV administration and account work as assigned by the FAM/FAO.

Job Purpose

To provide an excellent administrative, financial and programme support to the HAIV team and contribute to the smooth and efficient running of the office.

The PA/AAA will provide valuable administrative and financial support roles to the organization to contribute an efficient administration, coordination and purchasing system. With respect to programme, the PA/AAA will also support the HAIV team in areas of programme design and implementation, co-ordination and information management to ensure that the HAIV functions effectively and efficiently as needed.

Key Responsibilities

Programme/project support

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• Support the Country Director (CD) and National Project Officers (NPO)to oversee the maintenance of the Programme/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 CD and NPO to liaise with the project and partners’ staff who are associated with the projects.
• Check and ensure the correctness of narrative and 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.
• Be involved in proposal development processes.

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Admin and Account/Finance support

• Maintain and administrate the office petty cash account, advance and settle for project’s trip. Ensure the correctness of financial records.
• Be responsible for the cashiering function, ensuring the all banking is undertaken promptly and bank records are up-to-date and accurate.
• Maintain the accounts for all payments made in the HAIV office, 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.

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• 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 to perform other tasks assigned FAM or NPO.

How to apply:

Please send your CV and cover letter (in English) to email address: jobs.for.ngo.hanoi@gmail.com

Deadline: 22/8/2016

Any question please contact Ms. Tram: 0937 280 192.