About the Role
We are seeking a detail-oriented and reliable Admin & Accounting Coordinator to support the smooth day-to-day operations of STEAM for Vietnam.
In this role, you will help us keep the engine running behind the scenes by supporting:
Administrative paperwork
Purchasing & vendor coordination
Basic finance tasks
Grant and contract documentation
You will work closely with the Finance/Operations Lead, Program Leads, and Fundraising & Partnerships Manager to ensure our projects comply with donor requirements and internal policies.
Key Responsibilities
1. Administrative & Paperwork Support
Prepare, organize, and file contracts, MOUs, quotations, payment requests, and other documents.
Maintain Google Drive folders and internal trackers, ensuring documents are named and stored consistently.
Support the collection of signatures and approvals (digital or physical) from relevant stakeholders.
2. Purchasing & Vendor Coordination
Support procurement processes: request quotes, compare options, prepare simple purchase summaries.
Coordinate with vendors for invoices, payment details, and delivery confirmation.
Help ensure purchases follow basic procurement rules (documentation, approvals, receipts).
3. Finance & Expense Management (Support Role)
Assist with basic bookkeeping tasks, such as recording expenses in spreadsheets or templates.
Help prepare payment requests, reimbursement forms, and expense reports for review.
Support the Finance/Operations Lead in tracking project budgets vs. actual spending.
4. Grant & Donor Compliance Support
Maintain grant documentation folders (proposals, contracts, reports, financial attachments).
Track simple grant-related deadlines (report due dates, financial report timelines).
Support the preparation of financial attachments for donor reports (exporting data, formatting spreadsheets, gathering supporting documents).
5. Cross-Team Coordination & Reporting
Work with Program Leads to gather necessary paperwork related to activities (attendance lists, invoices, receipts).
Help prepare basic admin/finance summaries for internal meetings.
Flag risks or delays early (missing documents, unclear invoices, upcoming deadlines).
Qualifications
Experience
Prior experience in administration, finance support, operations, or office management is a plus (non-profit or start-up experience is a bonus).
Familiarity with basic accounting concepts (invoices, receipts, reimbursements) is helpful but not mandatory; willingness to learn is essential.
Skills & Mindset
Strong attention to detail and respect for accuracy in paperwork.
Good organizational skills; able to keep documents, links, and trackers tidy and up to date.
Comfortable working with Google Sheets/Excel, Google Docs, and Google Drive.
Clear and professional communication in Vietnamese; basic working English is a plus.
Reliable, proactive, and comfortable asking questions when something is unclear.
Passionate about education and social impact, and happy to support behind-the-scenes work that enables large-scale programs.
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