Assistant Manager, asset management

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University with over 1,200 staff and 15,000 students, in three locations, and recently awarded one of the Best Companies to work for in Asia 2023. From a media perspective RMIT Vietnam enjoys a 40% share of voice in the sector. It brings a world-class education and globalised study environment to the heart of Asia, offering programs in business, technology, communication, design, fashion, and English language. It boasts an impressive range of extra-curricular activities that encourage students to innovate and network globally.
Degrees are awarded by RMIT in Australia and taught in English, enabling Vietnamese students (and visiting international students) the opportunity to receive an international education without having to leave home.
The Role
Accountable for fixed asset and lease asset reports for statutory financial reporting for both local and group, ensuring compliance with Vietnamese Accounting Standards (VAS), Australian Accounting Standards Board (AASB), and other applicable regulations.
Managing the accounting and tax treatment of fixed assets, leased assets, tools and inventory for the University, in adherence with VAS, AASB standards, as well as relevant RMIT policies and procedures.
Overseeing asset management process and practices across the University to ensure assets are adequately safeguarded, in accordance with established asset management policies and procedures.
Key responsibilities
1. Leadership and Stakeholder management
Develop and maintain a culture of continuous improvement, effective team collaboration, result-driven performance, business focus, and partnership in a professional manner
Establish and maintain strong working relationships and communication channels with key internal and external stakeholders, including RMIT staff, vendors, suppliers, professional consultants, tax authorities, and the RMIT AU.
Design and enhance working procedure (where necessary), guidance, timeline and outcome to team members and relevant stakeholders and make amendments in case any changes in process, where necessary, to ensure targets are effectively achieved.
Setting clear direction, timelines, and defined procedures to both internal and external stakeholders to drive the achievement of objectives and targets.
Lead and deliver robust training programs on Asset Management for finance staff, nonfinance staff, and other relevant functional areas to build cross-organizational capability.
Responsible to recruit and training the seasonal team members with strong collaboration, result oriented team spirit;
Identify the team's knowledge gap and build up relevant training programs to harness team member' professional competencies;
2. Fixed Asset and Inventory Management function lead
Manage and ensure all assets are properly categorized and managed in compliance with Vietnamese Accounting Standards (VAS), Australian Accounting Standards Board (AASB), local tax regulations, and University policies.
Accountable and responsible for accurate monthly depreciation of fixed assets, amortization of tools, inventory allocation, and proper recording in the finance system.
Review and ensure accurate and timely payments to vendors for assets, tools and inventory acquisitions.
Oversee asset disposal processes and asset transfers by asset owners, ensuring adherence to VAS and University policies.
Demonstrate expert-level knowledge of asset management under VAS and AASB to guarantee assets are managed per regulations and University policies.
Be subject master expert of the Workday system's fixed asset module.
Other assigned tasks by supervisor.
3. Reporting
Accountable for accurate and timely fixed asset and lease asset reports prepared under Local Vietnamese Accounting Standards (VAS) and Australian Accounting Standards Board (AASB) for inclusion in annual audited financial statements.
Lead as key personnel presenting the Finance team in discussions with Local Auditors and Group Auditors on all asset and inventory related subject matters. Prepare thoroughly for auditor inquiries.
Fully manage monthly fixed asset reports and depreciation schedules under VAS and AASB standards. Rigorously review for accuracy and completeness.
Review and take ownership of error-free, timely monthly reporting of fixed assets, leased assets and tools to RMIT AU for group consolidation purposes, in compliance with AASB.
Responsible for monthly reports on capital expenditure and construction in progress for management.
Manage the thorough reconciliation process between VAS and AASB fixed asset balances, investigating and resolving any differences.
Oversea and guarantee reconciliations between Trial Balance, General Ledger, and Fixed Asset Schedules are performed under both VAS and AASB standards.
Provide strategic analyses and recommendations on fixed asset matters to management for decision-making.
4. Stocktake process management
Setting direction, lead and supervise the annual physical stocktake of fixed assets performed by asset custodians, finance team, and external auditors across all campuses.
Collaborate and align with head of school and head of division on stocktake schedule, process and resources to ensure stocktake process to be implemented in accordance to asset management policy.
Manage and supervise the stocktake work carried out by team members to ensure stocktake process is in accordance to VAS and asset management policy.
Be accountable for developing and delivering training for team members and asset custodians on the objectives, responsibilities, and proper procedures for physical stocktake. Emphasize compliance
Supervise and accountable for consolidated physical stocktake reports and proactively provide recommendations to enhance asset management protocols based on stocktake findings.
Manage the thorough reconciliation process between physical counts and system records, ensuring any discrepancies are fully investigated and justified by asset custodians in compliance with local regulations and RMIT policies.
Ensure Management are provided with accurate, timely and relevant information related to stocktake outcome.
5. Lease Accounting and Project Accounting
Lease Accounting
Take accountability for the accurate and timely preparation of the lease schedule for annual audit and group consolidation purposes, in adherence to AASB.
Manage all lease data and guarantee appropriate accounting attributes are applied to leased assets per AASB lease accounting standards. Perform rigorous reviews.
Oversee lease asset payment schedules and interest rates.
Fully manage and accountable for accurate monthly recording of lease expenses and proper accounting treatment under AASB and VAS as well as run associated depreciation of leased assets.
Project Accounting
Setting clear direction on accounting and tax treatments for project costs to guarantee adherence to local laws and regulations. Keep updated on any changes.
Provide strategic advice to management, school, and division on accounting and tax treatment of project cost focus compliance and tax minimisation to support the success of RMIT expansion plan.
Manage and ensure project expenditures are recorded accurately, promptly, and in compliance with RMIT financial policies and local regulations.
Review and accountable for monthly project reporting packages. Ensure timeliness, accuracy, and completeness.
Control and Compliance
Manage all asset, tool and inventory records in accordance with VAS, AASB, and asset management policies and procedures.
Actively coordinate with treasury team to manage cashflow for capex payment and control University's asset.
Embed tax and financial risk management into comprehensive advice provided to other functions and teams to uphold regulatory compliance standards.
Identify opportunities for improvement in asset management processes and systems and formulate strategic recommendations to optimize internal controls and services.
Ensure timely implementation of tax and accounting guidance from advisors and auditors related to asset management.