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Finance, HR and Admin Officer (Vientiane)

Background:

Aide et Action International (AEAI) is an international NGO, headquartered in Geneva, Switzerland.  AEA International began its programs in India in 1981 and is now working in more than 20 countries across Africa, the Caribbean, Europe, South Asia, Southeast Asia and China to support the development of sustainable education projects with our believes in the universal right to a quality education and bases each intervention around this ethos.

The activities in South East Asia and China (SEAC) started in 2001 with local partners and government agencies in Cambodia, Vietnam, Lao PDR, China and Myanmar to enhance the quality of education as well as to facilitate the access to quality education. In Laos, AEAI started working in 2004 with local partners and governments.

General Criteria

AEA’ s staff operate in the spirit of shared decision making which demands team-work, transparency, mutual respect, integrity, personal initiative, creativity, and professional discretion. 

Job Purpose

Work closely with the Regional Finance Director and the Programme Coordinator for AEA Laos to ensure day to day the finance, accounting, HR and admin work for AEAI Laos office. The incumbent coordinates and facilitates for all activities of AEAI Laos related to finance, accounting, HR and Admin activities.

S/he represents AEAI Laos to join some meetings with the HR and Admin sector group of INGOs Network in Laos.

 Main Responsibilities:

Finance work

  • Communicate and work with the Regional Finance Director on the financial planning and reporting 
  • Work closely with AEA Lao team to assist in the preparation of budget planning and monitoring along with internal control.
  • Prepare fund request to submit to the Regional Financial Director.
  • Prepare monthly cash and bank reconciliation.
  • Hold cash, prepare cash, process cash advance, advance acquittal and receipt vouchers to make payments.
  • Prepare payment vouchers post in ERP5 system.
  • Assist Programme Coordinator and liaise with AeA SEA Finance Services on annual operating budgets and quarterly budget revisions; monitor and analyse monthly operational budget.
  • Ensure the monthly and quarterly financial report to be ready for sending to AEA SEA Finance and Admin Department in corresponding to actual expenditures.
  • Provide support to programme Coordinator on the effective use and management of AeA’s financial resources and provide guidance the design and implementation of administrative systems and procedures in order to ensure strong internal controls exist. 
  • Follow up the budget report from Partners are met the deadline every quarter, and the spending of Partners correspond to the budget line approved to be ready for sending to AEA ASE Finance Department.
  • Manage treasury flow and prepare annual fund transfer request to AEA Southeast.
  • Be responsible for purchasing stationeries, supplies, air tickets booking for operational staffs, per-diem, and update of inventory list.
  • Check financial report from partners and schools 
  • Comply with AeA financial management procedures as administered for Finance
  • Work closely with government agency to comply with Laos Law for Non-government Organization.
  • Handle and follow up with government tax requirement issues.
  • Be responsible for day to day bookkeeping and cash advance
  • Prepare payment voucher for suppliers, and maintain administrative filling system for personnel.

HR work and Admin work

  •  Maintain human resource staff by recruiting, selecting and set the interview schedule follow the line manager
  • Monitor and record staff leave 
  • Provide orientation for new staff for staff benefit
  • Prepare the document and get quotations belong to  AEA ‘s policy of the purchasing 
  • Arrange for travelling (Visas, ticketing, taxi and hotel) for staff and visitors as needed
  • Maintain and monitor log books for vehicle and all assets use.
  • Prepare contract  in domain of purchasing, and transportation
  • Supervise the work of housekeeper and guard
  • Make timely arrangement for insurance (e.g. staff, Motorbike and vehicles)
  • Be responsible for purchase and maintenance of office equipment, furniture, and other assets
  • Contact with bank and resolve bank related-issues.
  • Support the programme on the process of requesting official authorization, approbation from government partners and government authority. 

Requirements:

Education

  • A Bachelor degree in Finance and administration;
  •  Related trainings or a degree in finance, business administration or business management is an advantage

Experiences

  • At least three years working experience in finance, administration, HR and other related fields.
  • Experience with development projects and/or INGOs would be an advantage;
  •  Experience of working and negotiating with government agencies/officials, NGOs, international agencies and donors and able to work with government authorities at different levels
  • Proven operational management experience

  Knowledge

  • Good knowledge on Finance, budget planning, software ERP5 system and other software for finance and budget issue.
  • Good knowledge on Lao society, culture, socio-economic development and education issues. 
  Skill and Others
  •  Finance and budget planning and reporting skill
  • Administration and human resources skill
  •  Proficiency in MS Office (Excel and other software for finance work are advantage)
  • Networking and interpersonal
  • English skill is preferable, French is a plus
  • Financial analysis and management skills are preferred
  • Problem solving, and management of crisis, conflict and risk

Compensation & Benefit

Aide et Action Laos value our staff commitment and offers the professional working environment, a net monthly gross salary between 3 – 4 million LAK/Month according to your experience and other fringe benefits such as: 13th Monthly salary, AGL Premium Insurance and Medical Insurance for the family members, Retirement Funds, Phone Allowance, etc...   

Application Procedure

Interested applicants are invited to submit their CV, a motivation letter, via e-mail to: pouy.phavannah@aide-et-action.org on or before January 26 2018.

Only short-listed candidates will be contacted for an interview.

Aide et Action Laos
Jan 10th 2018

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