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Job Description Head of Finance

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					JOB DESCRIPTION
Job title: Head of Finance and Admin Department: Finance Job code: Reports to: Country Director Effective date: 1 September 2008 Location: Hanoi Office with travels to fields Type of contract: Regular Staff directly supervised:     Finance Officers Programme Finance Officers IT Officer Office Administrator

1. WORKING CONTEXT Founded in the United Kingdom in 1972, ActionAid International (AAI) is a secular and non political organisation working with over nine million of the poorest people majority of them living in the developing world in 47 countries across Asia, Africa, Latin America and the Caribbean. It is committed to improving the quality of life of the poorest and the most excluded people so that they can live a life of dignity. Working towards this direction, since 1989, ActionAid International Vietnam (AAV) has been operating in 20 provinces in mountainous and remote regions across Vietnam. AAV works in partnership with local partners in provinces and district levels. 2. JOB PURPOSE SUMMARY Ensures the best supports are provided to AAV’s departments and functions in order to fulfil its vision and missions Ensures the financial integrity of AAV within the framework of the policies and procedures established internationally 3. AUTHORITY Has full authority within approved budget Allocates country office overhead costs Assigns tasks to staff in the Department 4. KEY WORKING RELATIONSHIPS Internal Management Team, Director of Finance in London and Regional Finance Coordinator External AAV’s Donors, Partners, Governmental Officials, INGOs

5. MAIN AREAS OF RESPONSIBILITY Key responsibilities / accountabilities 1. Develops, reviews and monitors financial and administrative policies and systems Key performance indicators  Financial and administrative policy and procedure manual are formulated in accordance with AAI’s financial strategic plan and related regulations Appropriate finance system in AAV and DAs is set up and reviewed to allow adequate financial monitoring Financial and administrative policies and regulations are understood and followed by staff and partners Procurement is carried out in compliance with the set policies and procedures AAV’s values and principles are understood and practised by staff in the department A strong team spirit is established Departments and DAs receive helpful and timely supports related to finance and administration Staff in the department work effectively and achieve department/organisational objectives Activities are implemented according to approved plan and budget Tasks are well assigned to staff with clear instructions and coaching HR management is provided to staff in collaboration with Human Resources and Organisational Development Department Staff are coached and developed on resource management skills Departments and DAs receive helpful and timely supports related to finance and administration Fund sources are forecasted in collaboration with F&F Department Principles for fund allocation to programmes are set up properly Fund allocation to DAs/themes/ departments is appropriate and in line with

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 2. Manages Finance Department 

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3. Facilitates funding planning and allocation

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CSP.  Country office overhead cost is allocated as per income plan and in line with sponsorship policy and donor requirements Rational budget allocation table to DAs, programmes and departments is finalised and informed Annual budgeting and forecasting and three year planning exercises are coordinated to ensure their consistence with guidelines and procedures of AA UK, Asia Regional Office and AAV Three year plan framework is developed with focal person in planning Financial table format is properly designed and financial tables are consolidated and duly sent to regional offices Financial reports (bi annual, annual and statutory reports and CD expenditure statement) meet requirements and deadline Update on income status is provided to the management DA appraisal package is completed Finance related phase –out policy is developed Financial activities are properly implemented at AAV and DAs Transactions are in line with AAI/AAV policies Positive inputs are provided to CSP to make sure it is in line with AAI’s strategy and Vietnam’s context Positive comments and inputs are provided to other departments to formulate relevant policies and regulations commonly used within AAV International policies/standards and good practices are updated and utilised Positive inputs on organisational support related matters and best practices are shared through forums, meetings and workshops Other tasks as assigned by line manager are well performed

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4. Coordinates plan/budget process

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5. Reviews financial reports

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 6. Involves in financial appraisal for new DA/programme and phase out policy     8. Participates in Management Team 

7. Oversees financial activities and authorises transactions

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9. Participates in regional/international network

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10. Other

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6. QUALIFICATIONS REQUIRED Education   University degree in finance and accounting or relevant field ACCA or equivalent qualification is preferable Work experience   At least 5 years relevant working experience NGO working experience is preferable

Technical knowledge/skills      Strategic Financial Management International accounting, particularly charity accounting Accounting softwares Financial reports Financial monitoring skills

Language  Advanced level of English

Attitude  Transparent, independent and decisive

Adherence to:    Rights-based approach Poverty and injustice eradication Gender equality

Competencies: Commitment to core values, Culture responsiveness, Gender responsiveness, Organisational understanding, Accountability, Visioning & alignment, Strategic thinking, Delegation, Influence, Planning & organising, Budgeting, Analytical ability, Risk management, Monitoring & evaluation, Compliance, Communication, Quality focus, Facilitation, Coaching and mentoring

Approved & Signed

Agreed & Signed

(Line Manager)

(Employee)

HROD Manager

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