project Finance Assistant

Position title: Project Finance Assistant, USAID Biodiversity Conservation
Reports to: Project Finance Manager, USAID Biodiversity Conservation
Duration: June 2023 - June 2025
Location: Ha Noi, Vietnam
* Major Functions:
Under the direct supervision of the project's Project Finance and Operations M
* Major Duties and Responsibilities:
Under the supervision of the BCA Finance Manager, the Finance Assistant provides administrative support to finance team for the USAID Biodiversity Conservation activities in Ha Noi for monitoring and maintaining project-related records and ensuring that all related supporting document are collected and paid accordingly.
*Major Duties and Responsibilities
1. Payments
• Review all payments related to BCA Ha Noi office in a timely manner, in accordance with WWF policies & procedures and in compliance with USAID rules and regulations.
• Check invoices, receipts, documents to ensure correctness, accuracy and compliance with WWF policies and procedures, compliance with project/core budget lines.
• Prepare payment vouchers regarding payments with proper budget line and activity code, key related invoices into Oracle Light (if required, under supervision of Project Finance Officer).
• Provide technical support to BCA Staff to help them understand WWF policies and procedures on travel and meeting costs when required.
• Pass the documents to/from the accounting department for payment process; create logbook to keep track of documents exchange between core vs BCA teams;
• Prepare and process online banking payment.
2. VAT and PIT Accounting
• Prepare List of VAT invoices daily.
• Prepare PIT listing monthly.
• Make sure VAT and PIT reconciliation are done in a timely manner.
3. Audit Preparation and Facilitation
• Support team to prepare for annual internal and external audits when required.
4. Other administrative work related to finance and procurement
• Make the exclusion checks for suppliers and consultants by using Bridger software.
• Calculate the carbon emissions from air travel.
• Upload documents for signing via the DocuSign app.
• Prepare data as required, transfer data from raw data into required and formulated data to serve the team.
• Drafting P/O, contracts upon request.
• Update the outgoing contracts list (actual payments, signing date, amendment date, bridger check date, staff-in-charge) for Contract and Grant specialist to finalize and share with all BCA staffs.
• Support in data collection on potential suppliers/consultants and specifications of product when required.
• arrange the meeting/interviewing with consultants and EP members when required.
• Maintain the filing system of finance and procurement documents.
• Photocopy, scan and translate financial documents when required.