Finance & Procurement Officer

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Finance & Procurement Officer, based in Hanoi

Helvetas is a non-governmental organization, founded in Switzerland in 1955, and supported by more than 100,000 members and sponsors as well as 12 regional volunteer groups. Helvetas has been operating in Vietnam since 1994 in the sectors of Agriculture, Forestry, Governance and Peace, Water and Sanitation, and Rural Development. Today, Helvetas Vietnam’s programs focus on Sustainable and Inclusive Economies, specific interfaces with Climate Change and Vocational Skills Development are considered and further deepened.

Helvetas Vietnam is looking for a full-time Finance and Procurement Officer for the Representative Office in Hanoi.

Objectives / Responsibilities:

1. 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%).
2. 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%).
3. 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%).
4. 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.

Candidate Requirements:

Required:

• Bachelor’s degree in business administration, finance, accounting or equivalent and at least 2 years of experience working in procurement, 5 years of experience working in accounting and finance. Degree in procurement management and working experience within INGOs would be a plus.
• Ability to lead the procurement process, advise, liaise, communicate and clarify the application of HELVETAS’ procurement procedures among project and partner staff.
• Able to use basic software effectively (word, excel, access, power point); internet (emails). Familiar with office 365. Exposure to the Banana accounting software would be a plus.
• Good interpersonal skills, ability to handle multiple tasks and priorities effectively. High integrity, reliable, well organized and detail-oriented. Energetic, enquiring mind, team player, service-minded, critical thinking.
• Good communication skills with excellent command of Vietnamese (spoken and written). Good command of English both spoken and written.

Line management:

• Line management and supervision from the Finance Manager

Duty Station:

Main duty station:       Helvetas Vietnam 298F Kim Ma, Ngoc Ha, Hanoi

Interested candidates please send CV, motivation letters and copies of diplomas to [email protected] by December 5th, 2025. Only short-listed candidates will be contacted.