Officer – Accounting

Under the general supervision of the Partnership, Project Coordination and Office Operation Manager, OfficerAccounting is responsible for properly maintaining financial documents and making all kinds of payments related  to the operation of IRRI Vietnam Office. This position will provide financial reports to the management and provide  documentation for audits as necessary.

This position will be based at the IRRI Office in Hanoi Vietnam, and may only be filled by permanent citizens of Vietnam.

Roles and Responsibilities

• 100% compliance in IRRI’s policies and procedures covering purchasing and disbursement
• Ensure that suppliers’ invoices, freight/insurance billings, request for payments, advances, salaries of
• Professional services, Consultancy Fees, temporary worker fees and other related disbursements are properly processed for payment without delay and properly monitored and controlled in accordance with  Institute policies and guidelines. Zero reported major abnormalities in all disbursements
• Coordinate properly with various concerned staff especially consultants, visitors/collaborators, professional services and other offices, concerned units and end users on all matters affecting payable
• Ensure completeness of records, agreements and contracts affecting Institute creditors and suppliers
• Ensure the proper review and validation of all country-level payment transactions, guaranteeing the accuracy of accounting entries and the completeness of records
• Coordinate and ensure that month-end and year-end closing activities are accomplished and deadlines are met
• Proactively and closely monitor, reconcile, validate and analyze financial transactions and reports
• Participate in the Institute’s annual physical inventory count
• Communicate with internal and external clients on concerns regarding payments
• Collaborate with internal and external auditors during interim and annual audit by providing schedules and required supporting documents and to provide response to auditor’s inquiries
• Work collaboratively with HQ Finance team during month-end and year-end closing of books to ensure that  all legitimate transactions are properly recorded and that all financial reports are accurately prepared and submitted on time
• Recommend new measures or procedures to enhance the quality of services provided to both internal and external stakeholders
• Review and process supplier’s invoices, advances, payment to partners, utilities, consultancy fees and other related disbursements ensuring accuracy and compliance with established guidelines
• Respond to all vendor inquiries like preparing payment details, status of payment, reconciling vendor statements, correcting discrepancies and others
• Keep and maintain complete records of files, contracts and other agreements.
• Ensure that payable transactions related to IRRI Vietnam operations are thoroughly reviewed and validated, including the accuracy of accounting entries and allocations, according to agreed schedules, with the goal of  achieving zero reported irregularities in all disbursements
• Prepare and upload monthly financial reports into the ERP system
• Prepare monthly reconciliation of payables, advances, bank and petty cash accounts to ensure accuracy and integrity of financial data, addressing any discrepancies or issues as needed
• Communicate OCS related concerns, errors and queries with Headquarters
• Maintain regular communication and collaboration with the HQ Finance team to ensure alignment with  organizational financial policies and procedures
• Collaborate with internal and external auditors during interim and annual audit by providing schedules and required supporting documents and to provide response to auditor’s inquiries
• Assist in annual physical inventory count

Qualifications

• Bachelor’s degree in Finance and Accounting
• Minimum of 2 years relevant experience in accounting, audits, cash management, financial management, budgeting, taxation or related field

Skills Required

Mandatory

• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint
• Strong understanding of financial principles and practices
• Ability to prioritize tasks, organize schedules, and meet deadlines efficiently
• Excellent communication and interpersonal skills
• Attention to detail and high level of accuracy in work

Preferred

• Master’s degree in finance, Accounting, Business Administration, or related field
• Experience working with international organizations or donor- funded projects
• Knowledge of financial management software
• Understanding of procurement processes and regulations
• Fluency in Vietnamese and English languages

Source: https://www.irri.org/talentlink/details.html?id=Q7LFK026203F3VBQB79QWQWAS&nPostingID=1901&nPostingTargetID=3431&mask=irriext&lg=EN