CONTEXT
World Vision is a Christian relief, development and advocacy humanitarian organization, working to improve the quality of life of people, especially the most vulnerable children.
The Against Child Exploitation (ACE) project, funded by United States Department of Labor, has commenced since 2019 in the Philippines with the view to strengthening the capacity of the Philippines government to address the Worst Forms of Child Labor (WFCL) including Online Sexual Exploitation of Children (OSEC), and violations of acceptable conditions of work. Building on fruitful results achieved in Philippines, the ACE project will be implemented from Nov 2021 to September 2024 in Vietnam in 6 target districts of 3 target provinces (Điện Biên province, Đà Nẵng city, and Quảng Nam province) toward the expected outcomes as follows:
• Outcome 3: Strengthened partnerships to accelerate progress in addressing the WFCL, including OSEC, and violations of acceptable conditions of work (ACW).
• Outcome 1: Improved enforcement of the legal framework and policies pertaining to the WFCL, including OSEC, and violations of acceptable conditions of work.
• Outcome 2: Improved assistance services for victims of WFCL and / or OSEC.
JOB PURPOSE
The position supports WV Vietnam to maintain high standards of financial stewardship and assist Finance Officer in maintaining the books of accounts and other financial records of the Project & adhering to the financial standards of World Vision financial system to ensure accountability.
This position also supports the team of ACE project in tasks relating to administration, logistics, paperwork, and travel.
MAJOR RESPONSIBILITES
FINANCIAL POLICY COMPLIANCE (45%)
- The suppliers of the quotes/bids submitted for major purchases are randomly selected to verify the existence, nature of business (whether it’s related to the goods or services being asked to quote or bid), relationship of the supplier with the staff of the project and reasonability of amount quoted.
- The financial transactions are monitored regularly to maintain project financial account in place and in order.
- The project team is assisted in verifying quotations, procurement, service supply contracts for project- related activity.
- The Project staff is provided the necessary account analysis codes and assistance to correctly filled in and prepare cash advance, payment request, prepare data reports as required.
- Consistent service delivery is ensured by collaborating and working closely with all of the team members of the Project.
- The quality of the goods and services delivered to the beneficiaries is verified by conducting random visit to the project sites.
- WV accounting policies and procedures are communicated to all staff and relevant partners.
- Administrative financial services are provided to the project to ensure compliance, quality, accuracy and consistency of work in project implementation.
- Adequacy and correctness of the supporting documents ensured for payments and/or voucher preparation (using Voucher Interface) to ensure consistency with WV’s Policy and donor requirements.
- All the day to day operational procedures in planning, implementation, monitoring and evaluation, closure, audit, etc. are conducted in timely manner and in line with WV Policy and donor requirements.
ADMIN SERVICE PROVIDED (45%)
- Handle issues related to admin works or office security/safety. Cleaning utilities and minimum office supplies are followed up and equipped for office using.
- Establish filing system of key documents and maintain (in hard copy and soft copy) and in line with audit requirements
- Vehicle operating cost is allocated reasonably and check carefully to Departments, projects…
- Support team in booking flights, car/Taxi and Hotel
- Maintain all financial and other records required for audit purposes, and provide assistance in regular auditing of the National Office and the Project.
- Support administrative works for the team as well as ensure the venue be tidy for holding internal meeting, training.
- Closely monitor the vehicles from the using and the maintenance to make sure the efficient and effective use.
- Fulfil all administrative related tasks that Manager requested with carefully review and proceed.
- Support logistics for events conducted in 3 provinces of the project.
OTHER RESPONSIBILITIES (10%):
- Establish filing system of key documents and maintain (in hard copy and soft copy) and in line with audit requirements
- Maintain all financial and other records required for audit purposes, and provide assistance in regular auditing of the National Office and the Project.
- Perform any other tasks that may be assigned by the supervisor from time to time.
