World Vision is a Christian relief, development and advocacy organization working to improve the quality of life of people, especially children, who are marginalized and living in poverty. World Vision helps all who are in need regardless of their religion, race, ethnicity or gender.
World Vision Viet Nam (WVIV) is supported by multiple countries and funded through a combination of sponsorship programs (majority) and Private Non-Sponsorship (PNS)/grants. WVIV operates across multiple provinces and
implements Area Development Programs (ADPs) that focus on communities with high levels of poverty, often including ethnic minority populations. In addition to ADPs, WVIV implements various Special and Grant Projects to address the specific needs of vulnerable children in both ADP and non-ADP areas.
WVIV is headquartered in Hanoi, while majority of staff are based locally in ADPs and project sites across the country which enables them to work closely with government partners and communities on a daily basis.
JOB PURPOSE:
The position supports WVIV in maintaining high standards of financial stewardship at the ADP or project level. The
Finance Officer assists the ADP or
Project Manager in maintaining accurate financial records and books of accounts,
and ensures compliance with World Vision's financial policies and systems. The role contributes to the accountable
and transparent management of entrusted funds, including Sponsorship, Private Non-Sponsorship, and grant
funding.
MAJOR RESPONSIBILITIES:
1. Financial Compliance
• Provide financial and administrative support to the ADP/Project to ensure a high level of fraud-risk awareness, compliance, quality, accuracy, and consistency in financial management and project implementation.
• Work closely with ADP/Project team members and provide guidance on account codes, preparation of cash advances, Employee Expense Report (EER), and payment requests.
• Carry out day-to-day financial procedures related to planning, implementation, monitoring, evaluation, project closure, and audits in a timely manner and in compliance with World Vision policies, donor requirements, procedures, and the Finance Manual (FM).
• Ensure that all financial activities comply with World Vision policies, donor compliance requirements, and relevant local regulations.
• Review supporting documents for payments and prepare vouchers (using the Voucher Interface) to ensure completeness, accuracy, and compliance with World Vision policies and donor requirements.
• Monitor financial transactions regularly to ensure project financial records are accurate, up-to-date, and properly maintained. Conduct regular field visits and participate in program activity monitoring at community level to verify the accuracy, transparency, and compliance of related financial activities, transactions, supporting documents, and asset utilization.
• Work closely with ADP/Project staff, community groups, and partners to ensure financial procedures are properly followed during implementation and community-based activities.
• Conduct random checks on quotations, goods, and services, including occasional visits to project sites when necessary, to ensure transparency andcost efficiency.
• Support building capacity for ADP/Project staff and partners on relevant World Vision financial policies and procedures.
• Support the timely resolution of audit findings and follow-up actions to address identified compliance and financial control gaps.
• Provide support to other ADPs/Projects when required through cross-reviews, and cross-audits.
• Provide timely feedback and recommendations to the
Finance Manager and ADP Manager to support continuous improvement of WVIV's financial management systems and practices and ensure effective financial oversight and risk management.
2. Budget Management and Financial Reports
• Assist the ADP or Project Manager in planning and developing ADP/project budgets in alignment with the ADP/Project Plan of Action and logframe.
• Prepare monthly financial reports in a timely manner.
• Review and verify financial reports generated from the SunSystem to identify any non-project-related expenses, discrepancies, or irregularities in accordance with the Finance Manual.
• Monitor project spending trends and regularly update the ADP/Project Manager on the financial status to help prevent risks of ineffective spending, overexpenditure, or under-utilization of the project budget.
• Support budget revisions and realignments as required to ensure effective financial management.
• Monitor and follow up the myPbas database to ensure the commitment or no discrepancy between the Project and myPbas budget.
3. Data analysis and additional funding acquisition
• Conduct financial data analysis and provide forecasts to support the ADP/Project Manager in making informed decisions and managing financial risks effectively.
• Support resource mobilization efforts by contributing to the preparation of quality project budgets for new proposals and funding opportunities.
4. System, financial administration and other responsibilities
• Establish and maintain a systematic filing system for key documents (both hard and soft copies) in compliance with World Vision standards and audit requirements.
• Maintain all financial and relevant administrative records required for internal and external audits, and provide support during audits of the ADP or Project.
• Provide financial administration and documentation support to the ADP/Project Manager to ensure proper financial management and record-keeping of ADP activities.
• Ensure the accuracy and timeliness of data entry and appropriate coding in Sun System and other financial management systems.
• Support staff in using financial templates and systems.
5. Perform other tasks assigned by the manager to contribute to the team performance