Finance Officer, usaid biodiversity conservationWWF - Vietnam

II. Major Functions:

The position will be responsible for processing project payments, VAT administration, financial monitoring of Ha Tinh,

Ninh Binh, Ha Noi to comply with all the requirements of the donor and WWF policies.

III. Major Duties and Responsibilities:

The Finance Officer's key roles and responsibilities include but are not limited to the following:

1. Financial management for Ha Tinh, Ninh Binh and Ha Noi

 Responsible for operational and financial administration of assigned locations. Identifies and

communicates major gaps and recommends best working solutions. Ensure the implementation of WWF

and USAID standards and best practices.

 Check invoices, receipts, documents to ensure correctness, accuracy and compliance with WWF and

USAID policies and procedures, and compliance with project/core budget lines.

 Enter invoices/receipts into Oracle Light as Account Payable user including any necessary adjustments.

 Responsible for uploading Application Desktop Integrator and journal adjustments for assigned projects

into Oracle Light.

 Ensures all payments for assigned locations are reviewed and processed in a timely manner in accordance

with WWF policies & procedures and in compliance with USAID rules and regulations (this includes but

not limited to procurement, cost norms, authorized signatories, international control, bank & cash

management).

 Reconcile and adjust expeditures/entries (if any) for Finance Manager review and approval.

Support Finance Manager in creating/adjusting accounting system.

 Regularly review financial management of assigned locations, train field staff and participate in Finance

workshops if required.

 Assist Finance Manager in providing orientation to staff in assigned locations to help them understand WWF

and USAID administration systems, policies and procedures when required.

 Assist Finance Manager in external and internal audit.

 Any other duties in relation to the above as assigned by the Supervisor.

2. VAT Accounting, Claim and Reimbursement Procedures

 Responsible for recording and filing VAT invoices of BCA project to ensure compliance of

VAT rules to facilitate VAT claims of WWF Viet Nam and USAID.

 Timely submission of VAT claims

 Make sure VAT reconciliation are done in timely manner

 Alert Finance Manager about non-refunded invoices of WWF and Partners and prepare necessary

supporting documents as required.

 Any other duties in relation to the above as assigned by the Supervisor.

3. Back-up service for Grant management (if necessary)

Financial Management of Sub-grantees/Partners:

 Prepare grants' agreements, and ensure required documentation completion as per the agreement and

ensure diligent follow-up on grant reports.

 Review grant applications to ensure they match the program's objectives and are in line with WWF's

Grants Management Guideline and USAID requirements.

 Conduct pre-award audits of possible grantee organizations, in addition to audits during implementation

and at close-out, as needed and in consultation with the project Finance Manager and the Finance Director

of WWF Viet Nam.

 Monitor grantees to ensure they implement and administer grants according to the signed grant agreement

and USAID regulations; monitor the projected expenditure against their actual spend; and display these

parameters on dashboard for the reviewing of COP and Finance Manager.

 Monitor technical implementation of grants to ensure timely progress and according to submitted technical

reports, proposed strategy and work plans.

 Be the focal point for finance, procurement & admin related matters for all sub-grantees/partners of the

project.

 Perform all other relevant duties that may be required to ensure the overall efficient implementation of the

USAID project activities.

Reporting - Grants Budget:

 Provide monthly financial reports (excel file and dashboard) on grants budget to the project Finance

Manager and Chief of Party (COP) (i.e. expenditure reports by grantees (burn rates vs obligations, burn

rates vs budget).

 Prepare other ad-hoc reports as required by the Finance Manager, COP or Head of Finance.

 Enter all transactions in Oracle Light as Account Payable user and ready for Finance Manager's approval.

 Responsible for necessary reconciliation and adjustment (if any) for Finance Manager review and

approval.

Policy development and Capacity building:

 Develop a Grants Management Guideline for the project, and ensure it follow USAID rules and regulations

and update as needed.

 Conduct periodical meetings with finance staff of sub-grantees/partners to review the program burn rates,

discuss challenges encountered and agree on solutions.

 Conduct training for project staff and sub-awardees on financial management, compliance, rules and

regulations.

 Any other duties assigned by the Finance Manager, COP or his/her designee.