Job Summary
The Finance Officer executes day- to- day accounting operations and supports a timely, accurate month- , quarter- , and year- end close for HFH Vietnam. The role prepares and processes payment vouchers (bank/EFT), performs checks and coding, maintains vendor and staff- advance records, posts routine journals and reconciliations, manages bank and petty- cash records (as applicable), prepares tax schedules/returns, and maintains the fixed- asset register and balance- sheet schedules. The Finance Officer conducts the primary line- by- line financial review of partner/sub- grantee reports, prepares required adjusting entries and payment packages, and ensures documentation is audit- ready. Operating under strict segregation of duties, the role prepares journal entries and payment batches working collaboratively with the Finance Manager and Finance Coordinator. The position reports to the Finance Manager, coordinates regularly with the Finance Coordinator, and adheres to the finance calendar to ensure the timely recording and integrity of financial information.
Key Responsibilities
Accounts Payable & Payments
• Perform 3way match (PR/PO/Invoice) where applicable, verify accurate coding (account, project, donor budget lines, cost center, etc), and prepare complete payment vouchers with required supporting documentation in accordance with HFHI/HFHV timelines, policies and procedures.
• Maintain accurate subledgers and master data (including accounts payable, advances, and vendor records), ensuring updates are supported by evidence and dual control procedures; track due dates and prevent duplicate or incorrect postings.
• Prepare EFT/online banking payment batches in line with the Delegation of Authority (DOA) and payment calendars; route for approval and retain bank confirmations.
• Process employee advances and expense reimbursements staff claims and advances in line with policy; monitor outstanding balances and follow up for timely liquidation.
• Ensure consistency and accuracy across all accounts in the financial system; investigate and resolve discrepancies/irregularities and maintain orderly, complete, and up- to- date financial records and filing.
General Ledger, Close & Reconciliations
• Proactively raise issues and risks (cut‑off, coding, reconciling items, missing supporting documentation) early in the cycle, propose recommendations, and follow through to resolution before submission.
• Continuously improve the close process (templates, trackers, automation, sequencing) to reduce cycle time and rework while maintaining control quality.
• Prepare routine journal entries (accruals, prepayments, depreciation/ amortizations) and reconcile balance‑sheet schedules; coordinate with the Finance Coordinator on grant‑related adjustments recommended for Finance Manager approval.
• Initiate and perform the month‑end, quarter‑end, and year‑end close in line with HFHI/HFHV close timelines, policies, and procedures—own the close checklist, drive task completion, and compile the report packages (reconciliations, schedules, supporting files) for Finance Manager review and sign‑off.
Taxes & Statutory Support
• Prepare working schedules for relevant taxes; coordinate with HR for payroll inputs; support filings and statutory correspondence.
• File and archive tax documents and official receipts in line with HFHV and local requirements.
Bank, Cash & Petty Cash
• Support cash flow updates and provide actuals for forecasting; ensure payments align with approved cash plans.
• Maintain daily bank/cash records;
• Act as Petty Cash Custodian, responsible for safekeeping of petty cash, processing authorized petty cash disbursements, maintaining petty cash vouchers and cash book, preparing periodic petty cash reconciliations, and requesting replenishments in accordance with HFHI/HFHV policy.
Fixed Assets & Inventory
• Record Accounts Receivable transactions (e.g., staff/vendor recoveries, miscellaneous income) and reconcile subledgers to the general ledger.
• Maintain the fixed asset register in the system (acquisitions, tagging, location, depreciation); Collaborate or support on periodic asset counts with asset custodians.
• 6) Accounts Receivable & Donor Receivables Support
• Coordinate with the Finance Coordinator to update donor receivable status and confirm receipts against submission trackers.
Partners/Sub grants – Financial Review (Primary)
• Prepare necessary adjusting entries and payment packages pending Finance Manager approval;
• Flag compliance issues to the Finance Coordinator for spot checks/escalation.
• Perform the line by line financial review of partner/subgrantee reports and supporting documents (accuracy, coding, period of performance, eligibility, documentation completeness).
Documentation, Controls & Audit Support
• Provide listings, schedules, samples, and explanations to auditors, close audit queries promptly.
• Keep audit ready files (vouchers, reconciliations, schedules, bank proofs, tax filings) with version control and indexing.
Systems, Data Integrity & Process Improvement
• Suggest practical process improvements (templates, trackers, automation of recurring tasks).
• Ensure recording of all accounting entries/transactions in the system; report root cause issues for correction.
