World Vision International

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WVV Accounting Assistant - Danang Office, Danang City

Job Description

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, World Vision’s (WV) work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY17) with funding from 16 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non Sponsorship (PNS)/Grants (30%). World Vision International-Vietnam employs about 430 staff, of which 99% are Vietnamese nationals.

In 2018, World Vision Vietnam is implementing 37 Area Programs (APs) which operate in 5 zones: North 1 (Hoa Binh, Dien Bien), North 2 (Yen Bai, Tuyen Quang), North 3 (Hung Yên, Thanh Hoa, Hai Phong), Central (Quang Tri, Quang Nam, Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s APs focus within one administrative district of a province which usually populated by ethnic minority people with very high rates of poverty. 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. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

The project Tackling Online Child Sexual Exploitation in Vietnam (TOCSE) is one of Grant project and be implemented in 3 years, from March 2018 to February 2021. The project targeted 3 districts in Da Nang city - Son Tra, Hai Chau and Cam Le - with approximately 15,000 children and 8,000 adults’ beneficiaries. The project is funded by a grant from UNICEF with total fund is 680,951 USD.

PURPOSE OF POSITION:

This position is assist the Finance Officer/Cluster in Da Nang Office of Central Zone in the administrative works and finance management and transactions of the zone and Da Nang office to maintain high standards of financial stewardship for the organization and to ensure that all financial records comply with the WV Financial Policies and Procedures and meet audit requirements.

This position is to report directly to the Finance Officer/Cluster in Da Nang Office of Central Zone on the regular basis

KEY RESPONSIBILITIES:

ROLE DIMENSION/DESCRIPTION

End Results Expected

Time Spent

ADMIN & ACCOUNTING SUPPORT

  • Be responsible for recurring office procurements such as stationery, office supplies, kitchen supplies...

  • Necessary office/equipment maintenance or repair are reported and recommended to the Finance Officer for review before submitting to Zonal Manager for approval.

  • Quotation or bids are obtained in compliance with World Vision purchase policy and finance requirements as needed under instruction of FO

  • Assist Finance Officer to prepare fee allocation sheet and EERs monthly for office expenses: telephone, internet, postage, water, electricity, office rent…and ensure to properly allocate to Son Tra AP/ Project/Departments (IT, P&C, TPOs, Cluster, Drivers, Finance, TOCSE…) in Da Nang Office as well as other APs related. Update frequently the allocation sheet if any changes on staff at Da Nang Office and Son Tra AP.

  • Communicate with Admin NO timely for any changes related to the vehicle parking contract, vehicle maintenance contract and office rental contract under instruction of FO

  • Provide hotel booking and other logistic arrangements for zonal special events: Day of Prayer, Christmas Event, workshops and other specific trainings, workshops, meetings of special project under instruction of FO

  • Assist FO for logistic for guest, sponsor or donor groups if they pass by Da Nang and clear Settlement Advice as their request

  • All invoices and receipts are reviewed to ensure the mathematical correctness and adequacy of the documents before final check by Finance Officer and payments are made under instruction of FO

  • Assist Finance Officer to verify supporting documents related to the financial transactions of Da Nang Office/ project and keep them consistent with World Vision financial policy.

  • Make transactions with the bank after Finance Officer checks all documents

  • Remind the two drivers and closely monitor the 2 vehicles of Da Nang Office for regular vehicle maintenance and keep a good track of vehicle logbooks to make sure the efficient and effective use the office vehicles under instruction of FO

  • Send Monthly Bank Statement, Overtime Logbook of drivers and Settlement Advice documents (if any) on time to NO after Finance Officer reviews all.

  • Assist to review expenses and T-codes of the 2 drivers or vehicle maintenance expenses and adjust accordingly before submitting to their direct supervisors for approval through email or on GEMS or through email.

  • Base on the approved Travel Request through emails, vehicle operating cost was allocated reasonably to APs/Depts. and checked carefully before having final check from Finance Officer

  • Ensure all Payment documents are stamped “PAID”

  • Assist in preparation of Bank Reconciliation Statements and matching bank documents to the right financial documents

  • Follow up staff’s cash advance and remind them to settle in a timely way under instruction of FO

  • Assist in Accounting of Asset Inventory for WV Vietnam.

  • Assist to follow up frequently the bank accounts’ balances to request funding timely.

  • Print and filling monthly/quarterly reports after Finance Officer finalizes them.

  • Assist Finance Officer in administrative tasks as requested.

80%

FILING

  • Filing system of key documents is established and maintained (in hard copy and soft copy) and in line with audit requirements.

  • All financial, vehicle and other records required for audit purposes are maintained, and assistance provided in regular auditing.

20%

JOB REQUIREMENTS:

Knowledge, Skills, Abilities:

Education

Bachelor’s Degree in Accounting

Knowledge & Skills

  • Knowledge of accounting theory and financial statements and government tax requirements

  • Good interpersonal and communications skills;

  • Good English skills (both spoken and written);

  • Good computer skills

Experience

  • Experience in community development or with NGO.

  • Experience in admin work, bank reconciliation, journal preparation, general ledger, financial statements and government tax requirements.

Work Environment

  • Sitting for long periods of time in front of a computer is common

  • Requires continual mental concentration and attention to details.

  • Strict deadlines must always be met and deadline induced mental stress is frequent.

Core Capabilities:

Achieving Capabilities:

Achieving quality results and service

Practicing accountability and integrity

Communicating information effectively

Self-Managing Capabilities:

Demonstrating Christ-centre life and work

Learning for growth and development

Maintaining work/life balance and effectiveness

Thinking Capabilities:

Thinking clearly, deeply and broadly

Understanding the Humanitarian Industry

Understanding World Vision’s mission and operations

Practicing innovation and creativity

Relational Capabilities:

Building collaborative relationships

Practicing gender and cultural diversity

Influencing individuals and groups

Our contact details are:

People and Culture Department – Ms. Nguyen Thi Thanh Hang

World Vision International - Vietnam

Address: No. 988 Ngo Quyen street, Son Tra District, Danang.

Tel: 0236. 3828 459 (Ext:21)

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.