WVV Finance Manager

I. CONTEXT:
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. As a child-focused organization, WV's work focuses on children, ensuring they are protected and their basic needs are met. World Vision Vietnam (WVV) has been funded from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non-Sponsorship (PNS)/grants (30%). WVV employs about 400 staff, of which 99% are Vietnamese nationals.
WVI Vietnam is operating in 25 Area Programs (AP) in 4 zones: North 1 (Dien Bien, Ha Noi, Hai Phong), North 2 (Thanh Hoa, Hung Yen, Quang Ninh), Central (Quang Nam, Quang Tri, and Da Nang), and South (Quang Ngai, Ho Chi Minh, DakNong). WVI Vietnam's AP usually focuses on one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVI Vietnam's Development Program Approach (DPA) is that AP team members are based at the district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Besides the APs, WVI Vietnam is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.
Finance is a support function of WVV with the main responsibilities of maintaining and strengthening the accountability and stewardship over the financial resources being entrusted to the organization.
In addition to the requirement of professional and educational background, staff working for the Finance function are required to possess a strong characteristic of honesty and integrity, as well as the ability to arrange and work under high pressure to meet very strict deadlines of financial reports submission.
By working closely with the AP/Project staff and other support staff, Finance function assists the WVV Management in achieving the office objectives by provision of improved financial management, better compliance, better controls and procedures.
II. JOB PURPOSE:
The Finance Manager position will oversee and manage all financial operations of World Vision Vietnam, International, ensuring accurate and timely financial reporting, budget management, financial analysis and forecasting, and compliance with partnership policies, accounting principles and financial reporting regulations. This position works closely and reports to the Finance and Corporate Services Director to provide financial insights and recommendations to ensure the resources of the organization are managed and used efficiently and effectively according to its intended purpose. This role requires a strategic thinker with excellent analytical, communication, and leadership skills, as well as a solid understanding of financial systems, processes, and best practices. This role is a position of confidence and shall be involved in the payroll related financial processes. This position shall ensure relevant risks are identified, mitigated and ensures policies and guidelines are complied with, reviewed and updated timely as appropriate. This position supervises two Senior Finance Officers and shall also ensure capacity building staff development are provided to the team relevant to the function, direction and requirements of the organization.
III. MAJOR RESPONSIBILITIES:
GENERAL ACCOUNTING (20%)
- Distribute & Review central procurement requisition transactions, Finance reviewer's approval of PR, PO, send invoice to provision
- Act as S&B Finance focal person: reviewing the accuracy of monthly payroll including insurance (before 26th), validate time-tracking codes (before 5th), booking S&B cost allocation (before 10th), reviewing accuracy of PIT calculation (before 20th) and reviewing final settlements (upon request) upon P&C Director's approval.
- Review & Approve Processing, Recording, Review and approval of SA/PA.
- Distribute & Review Clearing common cost: Telephone & Internet, maintenance at NO, occupancy/rental, utilities, office cleaning:
MONTHLY REPORTING (15%)
- Review Split Billing Info, work with SSC to perform monthly Split Billing Clearance (in line with monthly accruals report)
- Review & Approve the Calculation of exchange rate
- Review the Performing of CAL and SCR
- Review Bank recon
- Review PBAS recon
- Review the Performing of GL & GIK reconciliation
- Review Aging report
- Distribute Account allocation (Distribution TBD)
- Review Asset report coordination and reconcilation (Annually - REAM & FFR)
- Prepare Monthly Financial Review and Summary (Including Quarterly)
- Approve Run grants/ PNS monthly report
- Distribute the task and review in Leading the Year end closing
TREASURY MANAGEMENT AND REGULATORY COMPLIANCE (10%)
- Review Direct/ Grant funding (Through SO)
- Review GC Funding (Through Global Treasury)
- Approve Funding reconciliation and follow up
- Approve Monitor cash target low
- Overall Tax and statutory compliance
- Tax and statutory compliance: Review project tax refund submission and other related tax regulations
GRANTS ACQUISITION AND MANAGEMENT (15%)
- Scanning the proposal requirement; Participate in Go-or No-GO (Finance), Review and approve up to $500k
- Review and Approve Pre-Proposal Stage: Calculate CAL cost for the proposal, Finalize allocation and negotiations: CAL of >10%. P&C to approve S&B
- Review and Approve Proposal preparing stage: design, budget, due diligence
- Review and Approve Proposal negotiation and award
- Review, endorse project financial reports to the project team
- Review Grants closure stage: endorse final audited financial reports: Informed (issues)
Note: Extend contract of Project Manager and bookkeeper, depending on donor approval, also include in proposal budget
PROGRAMS FINANCE MANAGEMENT AND COMPLIANCE (15%)
- Oversee Field Bookkeeper/Finance Officer (Matrix Management)
- Lead Program Financial Management-budgeting and reporting
- Lead Partner Due Diligence, Risk Assessments and monitoring (including Blocked Parties Screening)
- Lead Capacity building of Field Finance and Partners
- Lead Project Risk Management and Compliance (Project financial review, field visit)
E-SYSTEMS (10%)
- Oversight SunSystem Administrator, FFR Db
- Act as Horizon - Finance point person
- Oversight ProVision Super-user & Support
- Oversight Provision Lead: monitor ProVision KPI, overall system setup (Finance side)
- Oversight Provision Lead: lead the implementation of any ProVision expansion project
- Oversight the Review and approval of MDM request: Approve Supplier profile
- Lead the Coordination on P2P process with SSC
- Oversight GEMS - Point person
- Review Bank related administration: - Maintenance of bank signatories/online banking, administration of SCB.
- Analyze Data Analysis/Pbi
- Oversight Blocked Parties Screening
STRATEGIC FINANCE AND REGULATORY COMPLIANCE (15%)
- Lead NO Budgeting and Midyear Review
- Lead KAIZEN
- Lead Staff Capacity and Development (including anti- fraud, anti-corruption, conflict of interest, others)
- Lead Financial Policies and Guidelines
- Review Risk management & Risk Management Systems (Risk Committee, IIM, Risk register)
- Membership in Central Procurement Committee
- Chair regular monthly/ annual coordination meeting to build capacity, update and support to field finance staff
- Prepare FFR discussion and get ND Approval