Administration and Finance Manager

1. Human Resources
• Maintain and manage up to date personnel files on all ENV staff which include copies of their CV, job application, TOR, annual reviews, letters of recognition, warning notices, and other files relevant to their employment
• Work with department heads to advertise, process applications, arrange interviews, and initiate timely job offers for open positions at ENV
• Work with recruitment websites for either free job postings or get the best deal
• Take care of staff C & B
• Maintain accurate attendance records for all ENV staff including staff vacation and sick leave, weekend worked days, and compensation
• Manage ENV Google groups
• Produce monthly insurance statements and quarterly income tax statements
• Update ENV policies when required
• Be responsible for visa and work permit for foreign staff/volunteers
• Train all new staff on ENV administrative and financial policies/procedures

2. Finances and Payroll
• Produce Monthly ENV Receipt Processing 
• Produce Monthly Expenses Balance Report
• Produce Monthly Payroll 
• Maintain a separate Tax receipt submission system & produce an updated monthly report
• Responsible for ENV’s bank accounts on matters relating to operation of ENV accounts 
• Manage payment of all relevant income, social insurance, and all kind of taxes on a timely basis as required in accordance with the law
• Manage & keep track of store rents, office rent contracts, and payment records: Arrange regular payments on a timely manner; Keep track of contract validity to renew on a timely manner
• Manage & keep track of house rent for Hanoi and Ho Chi Minh City offices and store rent payments
• Manage & keep track of the VUSTA management fee
• Coordinate provision of financial information to the ENV accountant as needed in order for the accountant to complete necessary reports for internal and external distribution 
• Work with auditors and provide them financial information on the programs that require audits

3. Administrative System
• Maintain and update the ENV non-computer equipment inventory monthly and provide an updated report to the ENV Management Board
• Manage an updated ENV computer equipment inventory and the computer assignments for all ENV owned computers 
• Schedule and keep track of all authorized repairs and maintenance records in accordance with ENV policy
• Maintain ENV office filing systems for contracts and agreements, personnel files, payroll and finance, donor files, and for other important paperwork as needed

4. Security, Safety, Reception & Maintenance
• Reinforce and ensure that ENV security policy is properly carried out and maintained by ENV key holders. Lock pad must be replaced if any ENV member among the key-holder list leaves ENV without returning the key or loses the key
• Supervise one staff member responsible for receptionist and other simple administrative duties at ENV. Ensure that the office lobby and public areas are clean and neat at all times for visitors. Provide daily oversight of the receptionist, assign duties, ensuring that the telephones and lobby are covered at ALL times during and after normal hours of operation when the door is unlocked
• Supervise one part-time office cleaner and ensure that cleaning efforts meet ENV requirements. Assign additional tasks as needed to the cleaner
• Facilitate the smooth and professional handling of visitors including ensuring that adequate water, tea, and coffee supplies are maintained
• Supervise one staff member responsible for managing ENV resources

5. Communications
• Communicate clearly and regularly with the ENV Management Board on issues concerning progress, obstacles and difficulties, completion, etc. in accordance with the ENV communications policy for staff
• Provide direct recommendations to the ENV Management Board on improvements that can be made in relation to the administrative operations of ENV

6. Reporting
• Produce weekly administrative update to the ENV Management Board
• Produce monthly administrative report to the ENV Management Board
• Produce donors’ financial report as assigned
• Other reports as assigned by the ENV Management Board

• Female, Vietnamese
• University degree 
• Strong administrative and management experience
• Basic accounting or skills dealing with finances 
• Ability to pay attention to details and carry out work accurately, meeting high quality standards
• Fluent verbal and written English 
• Excellent communications skills and an ability to communicate and work with others
• Computer literacy: Word, Excel, Internet. Quick books preferred
• Ability to work independently, take initiative, and pay close attention to details.

• Attractive salary
• Long-term contract 
• Mixed English-speaking environment
• Challenging job in a dynamic and supportive team