AHAN Administration and Finance Coordinator

18335-13N10089
Vientiane City
Sikhotabong District
10-Mar-21
International Role - No - Only National applicants will be considered.
Less Than 1 Year

PURPOSE OF THE POSITION

World Vision (WV) was awarded a multi-million EUR grant from the European Union (EU) to lead a consortium of partners to implement their Accelerating Health Agriculture and Nutrition (AHAN) project under pillar three of the EU Partnership for Improved Nutrition in Lao People’s Democratic Republic (PDR). Consortium partners include World Vision Australia (lead) with 4 implementing partners: World Vision Laos, Agronomes et Vétérinaires Sans Frontière (AVSF), Green Community Development Association (GCDA) and the Burnet Institute.

The AHAN Project has the Overall Objective of creating supportive conditions for enhanced household nutrition through the following Outcomes: 1) Improved access to and availability of sufficient and/or diverse foods year round; 2) Improved dietary and care practices among Women of Reproductive Age (WRA, 15-49 years) and children under five years (CU5); 3) Reduced incidence of selected Water, Sanitation and Hygiene (WASH) related diseases/illnesses linked to undernutrition; 4) Improved gender equitable relations at the household level, particularly in decision-making and distribution of workload; and 5) Strengthened multi-sector coordination and support for nutrition. The project will be implemented across 12 districts in three provinces over 36 months.

For its part, AVSF is in charge of the agriculture and livestock component, with the objective of improving the availability and access to diversified food all year round, through support activities for crop production (particularly rice production, market gardening and fruit farming) and animal husbandry (including poultry and cricket raising). As part of the support to livestock, AVSF will work on the establishment (or resumption of activity) of 124 Village Veterinary Workers (training, support). The project also includes activities to improve post-harvest practices such as storage and processing of products. AVSF will coordinate with GCDA who will support the marketing of products and with World Vision who will establish savings groups and support village millers.

MAJOR RESPONSIBILITIES

A ACCOUNTANCY

Preparing the transfer forms, invoices and receipts as accounting documents: coding, labeling, dating, dividing the amounts according to budgetary analytical codification allocation:

  1. Filling the accounting/supporting documents

  2. Entering the accounts in the accounting software on a regular basis

  3. Ensuring the supporting documents of accountancy are well and fully prepared and filled

  4. Accountancy checks

  5. Sage accountancy software integration

  6. Checking partners’ financial reports

  7. Monthly payroll calculation

B PAYMENT AND PROCUREMENT

Processing payment of suppliers, fund requests, DSA and cash advances in a timely manner (direct payment/operational advances)

  • Receiving invoices and receipts, ensuring their coherence and conformity, checking they are approved by the TL or CR and ensuring they respect appropriate procedures

  • Drawing the attention of his/her manager to any disparities in terms of price and quantity in order to resolve or approve them

  • Carrying out payment by the most apt means (cash or wire transfer) and ensuring the quality of supporting documents (stamp, signature, registry number, etc.)

  • Preparing service agreements and having them approved by the Team Leader

C TAX AND INSURANCE REPORTS AND PAY SLIPS

Drawing up monthly pay slips (having the staff payroll checked and printing of the pay slips).

Social security contributions and tax reports:

  • Preparing declarations of the amounts paid to third parties, in accordance with the given time frames

  • Drawing up the declaration forms for monthly tax and employee/employer social security contributions and submitting them to the Administration and Finance Manager for approval and payment in Vientiane

  • Preparing VAT/VAT slip report

  • Organizing handover of the VAT, social insurance and other reports in a timely manner

  • Archiving the payment of these taxes/contributions

D CASH HANDLING

Being responsible for sums placed in the safe and managing them with appropriate discretion:

  • Maintaining the account books (for operational advances, salaries, office supplies payments), ensuring that advances are paid back within the given timeframe and are justified by invoices according to AHAN internal rules and Laos law and are not allowed to accumulate, and recording incomings and outgoings on a daily basis

  • Recording any cash box disparities in the register and drawing them to the attention of his/her manager immediately

  • Planning cash requests according to the daily needs during the month

E FINANCIAL MANAGEMENT

In collaboration with the Administration and Finance Manager:

  • Budget follow-up

  • Contribute to the elaboration of financial reports to donors

  • Cash flow management of AHAN project and fund requests to Vientiane

  • Follow-up of audits

  • Follow-up of partnerships

  • Ensure compliance with donors and AHAN rules

F ADMINISTRATIVE MANAGEMENT OF HUMAN RESOURCES

Under the supervision of the Country Representative:

  • Contribute to update of the HR policy and follow-up

  • Contribution to recruitment by supporting the recruitment process

  • Administrative management of the staff

  • Performance reviews

  • Training management

G - ADMINISTRATIVE ORGANIZATION OPERATING FRAMEWORK

  • Supervision of administrative management 

  • Supervision of contractual management of venues (in collaboration with WV)

  • Supervision of assets inventory

  • Work in close relationship with relevant stakeholders

E TEAM MANAGEMENT AND REPORTING

  • Assist the Team Leader in coordinating the team’s efforts.

  • Supervise and coordinate the work of TAs in collaboration with the Team Leader and Program Director.

  • Assist the TAs in coordinating the TOs teamwork

  • Act as a liaison officer between the TOs, TAs and the Team Leader.

  • Assist the Team Leader in the follow up of tasks with the team

  • Report to the Program director of AHAN and request approval for the management of Travel request, Per Diem annual leave and Cash advance.

  • Provide regular updates to the AHAN Director on field staff requiring his attention

  • Work with the P&C Manager to ensure an effective filing system (both hardcopy and electronic) for project staff’s data

KNOWLEDGE, SKILLS AND ABILITIES

  • Bachelor’s degree in Finance, business and administration

  • Minimum of 3 - 5 years in demonstrated work experience in the area of finance and administration would be required.

  • Working experience on EU/DFAT/USAID/ MOFA Japan grants preferred.

  • Good understanding of Lao Government policies, laws, and institutions and ability to work together with various stakeholders

  • Knowledge of development work in a grant project environment.

  • Excellent oral and written communication skills in English and Lao

  • Strong sense of urgency and commitment to excellence

  • Highly organized and efficient self-management skills

  • Demonstrates customer services orientation to team, models servant leadership.

  • Demonstrated competency with computer programs and has basic MIS.

  • Demonstrated competency on supply chain and understanding procurement logistic process. Working experience on Supply Chain would be added advantage.

  • Experience supporting development activities in NGO context

Work Environment

This position is based in Savannakhet requires few travels to target districts and villages

Interested candidates are invited to submit a COVER LETTER and CV to the address below. Please indicate the POSITION TITLE. Deadline for application is 10 March 2021, however applicants are encouraged to apply early as applications will be reviewed on an ongoing basis and the position will close early if a suitable candidate is found.

Women are strongly encouraged to apply.

Full Job Description is available by contacting through email below

Mail: People and Culture Department

P.O. Box 312 Vientiane 01005

Email: [email protected]

Website: www.wvi.org/laos