Entrepreneurship in the territories: is it the right time?
Helvetas Vietnam is looking for a full-time Finance and Procurement Officer for the Representative Office in Hanoi.
Objectives / Responsibilities:
- Manage accounting and finance for the Programme Office, assist the Finance Manager in the financial operation including budget, cashflow, accounting and control, donor reporting and audit (40%).
- As a Country Procurement Officer, you will provide support, review and oversee the work of the Project Procurement Officers, ensure compliance to the procurement processes, rules, and regulations outlined in the manual (20%).
- As a Project Procurement Officer, you will support the Project teams to procure goods and services effectively and efficiently, ensuring compliance with procurement principles, seeking the best value for money for specific Projects as assigned (30%).
- Manage vendor relationships and monitor supplier performance to ensure compliance with contractual agreements and quality standards (10%).
Main tasks:
- Assist in the development of an accurate and realistic annual budget for the Programme Office.
- Assist the Finance Manager in checking the Project budgets and budget monitoring.
- Manage the Country cashflow.
- Perform daily and timely bookkeeping, reconciliation, verification and checks of the financial documentation to ensure the correct application of the financial standards, systems and processes at project level.
- Oversee the financial management of project partners including financial due diligence, capacity building, checks and ensuring financial compliance.
- Ensure high quality donor financial reporting and other related contract obligations. Lead the annual audit and follow-up of audit recommendations.
- Review the filing system created and managed by each Project Procurement Officers at any time of the procurement process.
- Review the use of the Procurement Note document as defined in the procurement manual.
- Prepare and maintain the procurement plan according to the procurement manual.
- Assist in conducting appropriate solicitation (for goods and services, etc.) according to the procurement manual.
- Identify, set up and maintain the framework agreement for goods, services and works according to the procurement manual.
- In liaison with the Procurement Evaluation Committee, coordinate preparation, document the evaluation analysis and approval of the bids and tenders.
- Coordinate the Procurement Evaluation Committee including agenda, meetings, minute taking etc.
- Follow up with vendors for timely deliveries.
- Liaise with the requester to ensure proper delivery, carry out technical pre-delivery inspections as needed.
- Assist on the issuance of the purchase order/service contracts in a timely manner, liaise with vendors and internal stakeholders at the time of confirming an order.
- Compile all the documentation and forward for payment, following up with Finance to ensure a timely settlement of invoices.
- Check the procurement method for compliance with the manual.
- Ensure that for all procurements, copies of documents are retained and filed according to the procurement manual.
- Ensure all procurement and contract databases are updated, retained and filed.
- Continuously monitor requisitions to ensure that proper procedures are followed and policies enforced;
- Provide coaching/training to the Project Procurement Officers as required. Communicate with the International Procurement Manager at the Head Office on country procurement related issues.
- Manage the selection and registration of suppliers in the organisation’s system.
- Participate in the pre-qualification assessment process for suppliers.
- Implement the Approved Vendor List and conduct supplier performance appraisals as required.
- Address supplier queries and complaints, escalating issues where necessary. Ensure timely approval and support for submitted invoices.
