Finance Admin Officer (FAO)

The Federation of Canadian Municipalities (FCM) is the national voice for Canadian municipal government. FCM is dedicated to improving the quality of life in all communities by promoting strong, effective, and accountable municipal governments.

Position:	Finance Admin Officer (FAO)
Project:	Viet Nam Climate Resilient Municipalities (VNCRM)
Department:	FCM International Programs
Location:	Ha Noi, Viet Nam
Report to:	Country Manager, VNCRM project
Duration:	Sep 2026 – Jan 2030
Languages:	Fluency English and Vietnamese are required; Fluency in French is an asset

Background:

With the support of Global Affairs Canada, the Federation of Canadian Municipalities (FCM) is implementing a new 5-year project entitled Viet Nam Climate Resilient Municipalities (VNCRM). VNCRM aims to enhance climate-change adaptation, infrastructure asset management and solid waste management (SWM) in urban areas in Viet Nam.

Project oversight is based in Ottawa through the VNCRM Project Manager (PM), and the local office in Ha Noi undertakes implementation, in-country logistics, finance, and communications.

Major Purposes

To support the Country Office Manager and technical officers on respective needs on the day-to-day administrative and financial management of the projects.

Key Responsibilities

1. Financial Management & Reporting

Maintain the Field Office accounting system, ensuring all transactions are supported by proper documentation as per the FCM Finance and Accounting Manual.
Forecast and prepare periodic advance request to the Head Office to ensure the smooth operation of the Vietnam Office and the effective implementation of project activities.
Prepare monthly financial reports, including bank reconciliations, petty cash counts, and expense claims for review by the Country Manager.
Update the project budgets and provide regular cash flow projections to ensure sufficient funds are available for activities.
Support the project bank account management and serve as the primary liaison with the local bank.
Oversee the Petty Cash fund, ensuring secure storage and adherence to disbursement limits.
Assist with internal and external audits by preparing files and responding to inquiries.

2. Procurement & Contract Administration

Support the procurement processes (quotes, bidding, and evaluations) for goods and services in strict compliance with FCM and GAC thresholds.
Maintain a database of pre-qualified local vendors and service providers.
Monitor local service contracts, lease agreements, and purchase orders including timely payments of contractors’ invoices.
Ensure all assets are tagged and recorded in the Asset Register and physically verified annually.

3. Human Resources & Payroll Administration

Process monthly payroll for local staff, ensuring accurate calculation of salaries and withholding of Personal Income Tax (PIT).
Calculate monthly payroll taxes and statutory contributions, ensure timely remittance of taxes and social security obligations (including Social, Health, and Unemployment Insurance), and liaise with local tax authorities on compliance matters.
Maintain confidential personnel files, including leave tracking (annual and sick leave).
Coordinate the annual health check-up program and other staff benefit in line with organisation standards.

4. Office Operations & Logistics

Support the day-to-day operation management of the Ha Noi office (utilities, cleaning, IT support, and maintenance).
Coordinate with Vietnamese partners on logistic arrangement for project activities, and support the logistic coordination for Canadian municipal volunteers and technical experts, including flight bookings, local transport, and accommodation.
Provide administrative support for workshops, Project Advisory Committee meetings, and Technical Working Group sessions.
Oversee office assets and equipment, maintain the asset inventory register, coordinate asset purchases and disposals in compliance with GAC requirements, and perform annual inventory verification and reporting.
Ensure safety and security protocols are maintained at the office premises.

Required Knowledge, Education and Experience

University degree in Finance, Accounting, or related field.
Minimum of five years of professional experience in finance and administration, preferably with international NGOs or donor-funded projects (GAC experience is a significant asset).
Proven knowledge of Vietnamese Labor Law, Tax Law (PIT), and Social Insurance regulations.
Strong experience in using accounting software and advanced Excel skills.
High level of integrity and understanding of internal control principles (segregation of duties, etc.).
Excellent organizational skills with the ability to manage multiple deadlines.
Ability to communicate effectively in English and Vietnamese (written and oral).

Location Requirements

Stationed in the FCM field office in Ha Noi.
Occasional travel within Viet Nam to project sites may be required.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates to take part in all aspects of the recruitment and selection process.

**ATTENTION**

Please submit a cover letter in English (no more than 1 page) explaining your suitability for this position and YOUR SALARY EXPECTATION as well as a current CV to [email protected] by 25 Aug 2026. Please note that we will be reviewing CVs as they are received and may close the competition if a suitable candidate is found.

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.