Admin and Finance Manager

Systra, world leading transport engineering company for urban and rail projects, has been awarded the Project Implementation Consultancy for the Hanoi Pilot Metro Line (Nhon - Hanoi Railway Station) by the Hanoi Metropolitan Rail Transport Project Board. Under this contract, Systra is in charge of the design of the metro line, the assistance for tendering process, supervision of the construction and installation and assistance for the project management.
In order to carry out this mission efficiently, Systra is looking for a professional and competent Vietnamese national staff who can fill the following vacant position for its Hanoi based project office.
Position: Admin and Finance Manager
Job description:
Management:
- Teamwork checking;
- Advice and support Project Director in administrative and financial matter;
- Getting the various approval from Project Director
- Make applied management decisions.
Accounting and Financial management:
Financial and Tax matter:
- Check and verify the daily payment vouchers for final approval in compliant with finance policy and approved budget;
- Be in charge for the accurate and effective financial control on all transactions (bank and cash) incurred in the project office, and ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition;
- Finalize the monthly cash-flow forecast and ask for monthly cash request from Head Office;
- Office budgeting which keeps track of expenditure of the office and is capable at any time of producing financial reports for each contract for management
- Check the Vietnamese accounting system and annual financial report to fulfill the obligations for tax matters;
- Regularly inform, supervise and advise project staff about proper financial procedures and processes;
- In charge for office tax: follow up with VAT reimbursement and CIT payment; legal follow-up;
- Audit support;
- Prepare and realize internal procedures, templates for effective cost control.
Invoicing process:
- Prepare and submit invoices to the Client for each consultancy contracts
- Follow-up and provide active support the payment and disbursement from the Client.
- Support the client in preparing supporting documents, liaison with relevant government offices.
- Participation in contract and addendums in negation with the client.
- Draft, review and finalize the letters, correspondences, reports and contractual matters to the client, and relevant governmental offices;
- General operation administration:
- Prepare and update the staff manual book for the project office in line with existing human resource policies, government laws and regulations, and common practice in Vietnam.
- HR policy follow-up; Bonus evaluation template fulfillment, calculation and finalization.
- Procurement in charge: building up the procurement and outsourcing service procedure, review and approve the purchase order, negotiation, contract review and follow-up;
- Coordinate and follow up Office asset, furniture, equipment inventory, reimbursable or none-reimbursable;
- Update with new legal policies/ laws for administration procedure revision and advice;
- Coordinate and manage the residence matter of foreign experts: negotiation, contract finalization and follow-up;
- Perform liaison duties with concerned Government offices and counterparts;