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TERMS OF REFERENCE

Position title: Field Finance & Administration Coordinator, WWF Vietnam Programme

Grade: ??

Directly reports to: Chief Accountant, WWF Vietnam Programme

Technically reports to: N/A

Supervises: Operation Support Staffs in Central Annamites landscape

Technically supervises: N/A

Validity: 12 months

Location: Thua Thien Hue with frequent travel to other field offices in Central Annamites provinces including Quang Nam and Quang Tri

Background

WWF Vietnam Country programme is one of four countries program of Cambodia, Laos, Thailand and Vietnam under the WWF Greater Mekong Programme. Two of the WWF’s Global 200 priority ecoregions including Greater Annamites and Mekong River Ecoregion are the priority conservation focus of WWF Vietnam. WWF Vietnam work in the Greater Annamites is focused on priority landscapes in the Central Annamites and Southern Annamites and in the Mekong River in the Delta and major tributaries in the Annamites WWF Vietnam programme is implementing WWF Greater Mekong Programme Strategic Plan and other WWF International Initiatives including Tiger, Climate Change and Energy, Market Transformational, Forests Carbon, and China SHIFT and By catch.

In carrying out its mandate to facilitate the achievement of its vision, and goal, WWF Vietnam builds partnerships with the WWF network, governments, businesses, local and international NGOs, and local communities. There is well-experienced approach of involving local communities and indigenous peoples in the design and implementation of field programmes, with local governments and facilitating links with national governments. Further, it promotes concrete conservation solutions through a combination of field-based projects, policy initiatives, and capacity building and education activities.

I. Major Function

The Field Finance & Administration Coordinator (FFAC) reports to Chief Accountant of WWF Vietnam as acts as focal point of all operation issues between Country Office and Landscape. Based in the field, s/he will provide support to Central Annamites Landscape Manager (CALM) in overseeing the operation of offices in the landscape including accounting, financial and administration management. It is not limited to implementing and monitoring the progress of annual operation action plan. Ensures a sound internal control system is in place and effectively implemented at all offices in landscape. Leads the operation team to deliver transparent, timely and accurate reports and ensure the compliance of activities in the landscape in line with the policies and procedure of WWF Greater Mekong and donor as well as regulation Vietnam authorities.

II. Major Responsibilities

|Action Plan and Work-plan Development and Implementation | |

|Contributes to the development, review and update of annual action plan for both operation and conservation. | |

|Together with project managers in the landscape to set annual targets for projects including expenditure budget, cost | |

|recovery. Assists project managers in developing, monitoring annual project budget. | |

|Identifies possible operation problems while implementing the annual action plan and provides solution plan to mitigate | |

|the risk and problem. | |

|Takes lead in budget planning for CA programme both operation and conservation budget. | |

| | |

|System, Policies and Procedures Administration | |

|Advises Finance Unit in Country Office for updates, review, changes to accounting system, policies and procedures, work | |

|processes of WWF Vietnam whenever required to cope with the development of operation in the landscape. | |

|Maintains effective communications of finance and accounting policies and procedures to all staff in the landscape making | |

|sure staff understand and follow the system. | |

| | |

|In conjunction with Finance Unit in Country Office to set up and monitor the internal control system in the landscape. | |

|Regularly review and update the system to make sure it is up to date and effectively supports the conservation activities.| |

|Technical Specifics | |

|Provides technical guidance and support to managers and staff in the landscape on all aspects of finance and accounting to| |

|ensure the compliance with WWF policies & procedures and legal requirements | |

|Ensures that the field financial records are accurate and every expense is properly documented in the filing system both | |

|by digital and hard copies | |

|Takes lead in ensuring a healthy cash flow and treasury management including cash flow forecast, funding request, , | |

|payments/receipt. | |

|Coordinates with Finance Unit in Country office to open, update and close bank accounts in the landscape whenever | |

|required. | |

|Works with relevant functional units to manage and advise on tax issues including personal income tax for consultant, | |

|staff, value added tax for goods and services purchased. | |

| | |

|Advises and assists project managers & CALM in any financial related decisions made in the landscape. | |

|In collaboration with Finance Unit in Country Office to provide support to internal and external audits when required. | |

|Maintains up-to-date knowledge about legislation and practices of the finance and accounting management. | |

| | |

|People Management and Organisational Development | |

|Provides orientation, reorientation, and training to staff in the landscape to help them understand the finance systems, | |

|policies and procedures of the organisation when required | |

|Maintains a good feedback environment where staff could send their comments/suggestions/complaints to the operation of | |

|offices in landscape. Regularly identify areas that may need improvement. | |

|Provides coaching and mentoring to the field finance and administration staffs in landscape for purposes of ensuring that | |

|their accounting and analysis duties are full-filled. | |

|Provides finance training to the conservation team and/or project partners when required. | |

|Monitoring and Evaluation, Reporting | |

|Provides support to the monitoring and evaluation of annual action plan in the landscape of WWF Vietnam. | |

|Takes lead in preparing financial reports, budgets and financial forecasts of landscape projects on a quarterly basis and | |

|ad-hoc if required. | |

|Ensures closing of field office books and accounts are completed properly every month/quarter/year end. | |

|Responsible for the budgetary control and finance progress performance in the landscape projects including burning rate, | |

|cost recovery. | |

|Assists the Finance and Admin Manager in preparing financial reports to the Governments when required | |

|Networking | |

|Provides active participation to the country finance meeting and workshop when required | |

|Establishes and maintains good working relationships with finance teams in Vietnam and GMPO and external partners. | |

|Promotes and builds good working relationships with all parts of the country programme | |

|Establishes and maintains effective formal and informal links with suppliers, service providers, agencies, banks to ensure| |

|that the organisation is providing the appropriate range and quality of services | |

|Promotes the organisation’s image in the community. | |

III. Working Relationships

1. Internal

• WWF Vietnam: Works closely with finance and accounting team and Project Managers in the CA Landscape. Interacts with finance and accounting teams of VN Country in Hanoi office and other field offices. Engages with and support project staff in the CA landscape.

• WWF Network: Works with and provides support to WWF GMPO and International auditors for related issues when required

2. External

• Interacts regularly with project counterparts, partners, banks, tax agents, external auditors, consultants, suppliers, and other related local authorised

IV. Requirements

1. Education and Qualification

• Bachelor's degree in Finance and Accounting, Business Management, Business Administration, or in relevant fields

2. Knowledge

• Excellent knowledge of financial management, accounting and administration.

• Good knowledge of financial and accounting reporting systems

• Basic knowledge of international finance and accounting standards

• Good knowledge of finance related regulations in Vietnam

• A working knowledge of short and long term budgeting and forecasting, rolling budgets and financial analysis.

• Good understanding of finance and accounting practices of INGOs in Vietnam

• Good knowledge of requirements of major Bi-lateral Aid Agencies is preferred.

3. Experience

• Minimum of 5 years working experience in a senior finance management position with strong administrative skills and a proven track record of leadership.

• Experience in implementing and monitoring the compliance of finance and accounting system, policies and procedures.

• Experience of working in multi-cultural environment is an advantage

4. General Skill

• Coaching

• Supervisory

• Communications

• Interpersonal

• Developed cultural awareness and sensitivity

• Teamwork and virtual support

• Proficiency in MS Office

• Superior interpersonal and communication skills

• Both oral and written; bilingualism (English /Vietnamese) will be essential

5. Technical Skill

• Negotiation

• Report writing

• Analysis

• Planning, organisation, time management and coordination

• Organisational awareness and service orientation

• Proficiency in accounting software (ACCPAC)

• Financial analysis is preferred

6. Ability

• Working under pressure, towards tight deadline and with minimum supervision

• An ability to analyse financial data and prepare financial reports, statements and projections.

7. Personality

• Detail focus

• Disciplined

• Full of integrity

V. WWF's Mission and Values

1. It is part of every staff member's terms of reference to contribute to WWF's mission:

WWF’s Mission is to stop the degradation of the planet's natural environment and to build a future in which humans live in harmony with nature, by:

- conserving the world's biological diversity

- ensuring that the use of renewable natural resources is sustainable

- reducing pollution and wasteful consumption.

2. It is also part of every staff member's terms of reference to embody WWF's values, which are: Passionate and Optimistic, Challenging and Inspiring, Credible and Accountable, Persevering and Delivering Results.

Prepared by: Signature Date:

Chief Accountant, WWF Vietnam

Reviewed by: Signature Date:

Finance and Admin Manager, WWF Vietnam

Approved by: Signature Date:

Country Director, WWF Vietnam

Accepted by: Signature Date:

Staff member

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