Assistant - Admin and Finance

This position will be recruited for IRRI Vietnam Office (IVO) located in Hanoi. In the first 3 years contract, he/she will be a key assistant to support the Office Manager and IVO on the daily operation of administration, finance/accounting, logistics, procurements for IVO, and IRRI related projects and hosted CGIAR centers in Vietnam.

This position will be based in Hanoi, Vietnam and may only be filled by permanent citizens of Vietnam.

• Review and track operational expenditures and other office expenditures and process for daily payments, accruals & advance
• Assist in preparation and upload of the monthly financial reports in both excel and OCS including: bank report, cash reports, bank reconcile, cash reconcile, cash count
• Assist in timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, transportation and other required clearances
• Assist in identification of meeting/workshop, confirmation of participation, attendance register, payment of perdiem/accommodation/travel expenses associated to the meetings/ workshops;
• Assist in translating, processing, editing and formatting of official documents/reports and other key documents for approval and signature of the Country Representative
• Ensure adequate provision of office supplies and good working conditions of office equipment such as LAN, Internet system, data back up system, computers, printers, photocopier, scanner
• Provide reception service at the IVO including telephone/fax/internet operation and guests receiving
• Work with the suppliers to ensure the products are delivered on time
• Maintain daily cash, cheque and banking transactions
• Assist in preparing the quarterly fund transfer request
• Keep record and compute of monthly vehicle fuel consumption based on daily vehicle logbook
• Maintain a comprehensive filing system of financial records
• Responsible for electronic and hardcopy filing system of incoming and outgoing documents, etc.
• Perform asset inventories at IRRI-CCAFS  office, monitor asset inventories
• Assist in processing procurement procedures such as preparation of canvass, purchase orders/contracts; delivery minutes, Purchase Requisitions and External Payment Authorisations
• Assist with the development, coordination, and monitoring of sub-contracts, sub-agreements, consultant agreements, work orders, timesheets

• Bachelor’s degree in Finance, Accounting and Administration with minimum 3 years work experience in Financial and Administrative assistant or HR Administration

Mandatory

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks
• Good skills with Microsoft Word, Excel and PowerPoint
• Ability to obtain services from other work units inside or outside the office for completion of tasks
• Accuracy and ability to pay attention to details;
• Proven interpersonal skills and ability to work effectively in a team
• Good written and spoken ability in Vietnamese and English
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances. Join our team and be part of our story!

Please note only shortlisted candidates will be contacted.
This position will remain open until filled.