Finance Officer

Job title: Finance Officer
Department: Finance & Administration
Reports to: Finance Coordinator (Compliance)
Staff directly supervised: None
Location: Hanoi office with travels to the fields
Type of contract: Fixed term/Regular
JD consulted with: Head of Finance and Administration
1. WORKING CONTEXT
Founded in the United Kingdom in 1972, ActionAid (AAI) is a unique international organisation, working with over 25 million people in more than 40 countries for a world free from poverty and injustice.
ActionAid's head office is in Johannesburg. ActionAid is the only large international development organisation with head office based in Africa, with offices in Asia and the Americas connecting ActionAid's work in Europe.
ActionAid started working in Vietnam since 1989, established its Representative Office in Hanoi in 1992. Since then, it has been focusing the work to end poverty and promote sustainable development in mountainous, remote and difficult regions as well as poor urban areas across Vietnam. ActionAid works in partnership with local partners in different provinces and applies Human Rights Based Approach to all of its works.
2. JOB PURPOSE SUMMARY
Verifies the integrity of the financial information and maintain accounting and financial reporting system within AAV office and Projects (as assigned) to ensure that all the financial resources are being well managed and properly used in line with the policies and procedures of AAV
3. AUTHORITY
- Actively works within assigned tasks
- Has right to reject payments/expenditure that do not follow AAV's financial policies and approved budget
4. KEY WORKING RELATIONSHIPS
- Internal: AAV staff
- External: AAV's assigned partners, Auditors, Tax office, Banks
5. MAIN AREAS OF RESPONSIBILITY
5.1. Carries out payment process and Inputs accounting data into SUN system
- Claims/request are checked against approved budget, accuracy and legitimacy of voucher to ensure the full compliance with AAV's financial policies
- Payment is made within duration as specified in financial policies
- Accurate and timely accounting data is input and held as required
- Monthly Income, fund transfer in/out and PROBAL expenditure are checked and input to system
5.2. Is responsible for AAV payroll (including salary payment, PIT and insurance payment)
- Accurate monthly payroll to staff, PIT and insurance are made on time
- Accurate staff costs are checked, coded, filed and documented
- Other staff benefits are calculated and paid as requested
5.3. Manages cash in safe and keep AAV staff pension passbooks
- Adequate balance of money in safe are maintained and within AAV's financial policies
- AAV staff pension passbooks are kept safely. Pension books are updated once every year. AAV staff is informed of pension balance every year
5.4. Controls bank accounts
- Proper bank balance in all AAV accounts are well maintained
- Accurate bank transfers are made following the bank's guidelines and AAV's requirements
- Monthly exchange rates are received at the beginning and end of the month
- New bank account is opened in time at the instructions by authorized staff in AAV
- Expired bank account and/or expired staff signatories are closed timely and correctly at the request by authorized staff in AAV
5.5. Reconciles bank books, cash book, debtors and creditors accounts
- All transactions are updated immediately to cashbooks and bankbooks.
- Cashbooks are reconciled and counted on monthly basis
- Bankbooks are reconciled on monthly basis
- Debtors and Creditors accounts in Hanoi office are correctly reconciled on monthly basis
5.6. Checks and supports/trains/guides/ shares to partners, staff in finance management
- Accounting documents and financial reports are accurate and in full compliance with AAV's budget, MoU and financial guidelines to partners
- Proper coaching and advice in finance management is given to Partners and non-finance staff
- Partners and AAV's staff are able to understand and strictly follow AAV's Financial Policies and Procedures
- Partners can prepare good financial books and reports
- Standard format is designed and provided to partners
- Finance guidelines to partners are provided and reviewed periodically
5.7. Files vouchers and other documents in finance department
- Vouchers and financial documents are filed properly and in good order
- Bank statements are received and filing at the end of the month
5.8. Is responsible for relevant reports
- Monthly management account are reviewed and sent to budget holders on time
- CD Expenditure Reports are prepared quarterly and sent to CD for explanation of variance on 15th day of first month of the next quarter
- Reports to donors and government counterparts are prepared timely and accuracy with high quality according to their formats and requirements
5.9. Participates in Project Proposal, Budget & Plan process
- New proposals are well calculated and inputted
- Function budgets and project budgets are checked to ensure the full compliance with AAV's requirement
- Inputs are provided to finance budget planning
- Budgets are finalised and prepared to be input to financial software
5.10. Supports and follows up auditing
- Positive support is provided to internal and external auditors
- Audit action plan is thoroughly and promptly implemented
5.11. Safety & Security
- Follows the Safety and Security Plan, Procedures and guideline by AAI and AAV
- Ensures the safety and security procedures for staff are implemented
- Timely reports risks for staff safety and security to Security Focal Person or Head of Department
5.12. Others
- Other tasks as assigned by line manager are well performed