World Vision International

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ADP Bookkeeper - Tran Yen ADP, Yen Bai

Job Description

INTRODUCTION

WVV’s Area Programs (AP) focus within one administrative district of a province which usually populated by ethnic minority people with very high rates of poverty. APs are mainly funded by sponsorship funds, and are a phased approach to development, involving clear and consistent assessment, design, implementation, reporting, monitoring and evaluation and reflection phases. Each AP is tailored to the needs of a specific community in alignment with WVV’s strategic priorities. WVV works closely with district and commune local authorities and local partners to implement program activities. A uniqueness of WVV’s AP approach and structure is that team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis.

Under each AP, there will be 6-8 staff, including one AP manager, one Sponsorship Facilitator, one Finance Officer/Bookkeeper, one AP Coordinator and 2-4 Development Facilitators (DFs) who are in charge of the management of all projects (assessment & planning, implementation, monitoring, evaluation and transition), and community engagement for around the assigned communes/wards in their AP. For each zone (6-8 APs), there are 4 Zonal technical staff, including three Technical Program Officers (Nutrition, Child Protection, Livelihoods) and one Zonal Program Effectiveness Officer. DFs will be coached by the AP manager programmatically and the Zonal staff technically. One of the strengths of this structure is to allow better integration of the program toward Child Well being Outcomes.

JOB DESCRIPTION

Purpose of the position:

The position supports WV Vietnam to maintain high standards of financial stewardship and assist the AP or Project Manager in maintaining the books of accounts and other financial records of the AP or Project & adhering to the financial standards of World Vision financial system to ensure accountability.

Key responsibilities:

  • Provide administrative financial services to the projects to ensure compliance, quality, accuracy and consistency of work in project implementation.

  • Collaborateand workclosely with all of the team members of the AP or Projectto ensure consistent service delivery.

  • Conduct all the day to day operational procedures in planning, implementation, monitoring and evaluation, closure, audit, etc. in timely manner and in line with WV Policy and Procedure as well as Field Financial Manual (FFM).

  • Assist the project team in verifying quotations, procurement, service supply contracts for project- related activity. Providethe necessary account analysis codes and assistance to the AP or Project staff to correctly fill in and prepare cash advance, EER, payment request.

  • Ensure adequacy and correctness of the supporting documents for payments and/or voucher preparation (using Voucher Interface) in linewith WVs Policy and donor requirements.

  • Monitor the financial transactions regularly to maintain project financial account in place and in order.

  • Select randomly the suppliers of the quotes/bids submitted for major purchases to verify the existence, nature of business (whether its related to the goods or services being asked to quote or bid), relationship of the supplier with the staff of the project and reasonability of amount quoted. Verify the quality of the goods and services delivered to the beneficiaries by conducting random visit to the project sites.

  • Communicate to all staff and relevant partnersabout WV accounting policies and procedures. Assist the AP or Project Manager in planning and developing project budget in line with the APs Plan of Action and log frame.

  • Prepare the financial reportscover memowith variance explanations, Advances & Payables Aging Analysis (IA 264 & IA 269);update the asset register; perform the bank reconciliation and sendon time to the Cluster Finance Officer for posting.Provide the necessary management financial reportto manageras and when required.

  • Review the Sunsystem generated financial reports with assistance of Cluster FO and NO FO for any non-project related expenses, discrepancies and irregularities from the project finance manual.

  • Establish and maintain Filing system of key documents (in hard copy and soft copy) in line with audit requirements. Maintain all financial and other records required for audit purposes and provide assistance in regular auditing of the AP or Project.

JOB REQUIREMENTS

The following knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on the job training:

  • Bachelor Degree;majored in finance/ accounting.

  • Average knowledge of and work experience in accounting.

  • Conceptual understanding of and commitment to development work, especially Christian, child-focused, community-based development concepts, approaches and processes;

  • Good time management and organizational skills;

  • Good interpersonal and communications skills;

  • Fair English, especially report writing skills;

  • Good computer skills in Word, Excel, PowerPoint and email;

  • Ability to function well in a team environment.

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are: People and Culture DepartmentWorld Vision International - VietnamAddress: 4th floor, the HEAC building, 14-16 Ham Long street, HanoiTel: 024. 39439920 (ext.114)

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.