Finance Coordinator

JOB SUMMARY

The Finance Coordinator provides strategic and operational leadership to Habitat for Humanity Vietnam’s finance function. The role ensures effective financial management, compliance, and reporting across all projects and organizational activities, in alignment with HFHI/HFHV policies, donor requirements, and local laws.

This position assumes responsibility for budgeting, financial analysis, grants and audit management, and financial stewardship. The Finance Coordinator leads Finance team to ensure accurate recording, reconciliation, and timely reporting of all financial transactions, maintaining strong internal controls and clear segregation of duties.

KEY ACCOUNTABILITIES / RESPONSIBILITIES

Contributing to organizational (HFHV) sustainable development

• Advise the management on key issues in Finance management to achieve the strategic goals of HFHV.

• Work closely with National Director and the Asia Pacific – Regional Finance Team to develop and propose strategy, policy and procedures, initiatives and solutions to support all services provided by the finance team.

• Lead the team to deliver first class business ‘partnering’ services and shadow colleagues as appropriate to enable better understanding of Habitat Vietnam’s programs, interventions and support services.

• Lead the performance of Finance team and mentor/coach team members for continuous improvement.

Financial Leadership and Oversight

• Lead the overall finance function of HFHV, ensuring delivery of department objectives in compliance with HFHI global policies and local regulations.

• Drive financial analysis and insight generation by reviewing monthly, quarterly, and year-end financial results, highlighting key trends, risks, and opportunities.

• Prepare and present financial analysis reports (e.g., expenditure trends, cost recovery, liquidity, and project-level variance analysis) to the National Director and management team for decision-making.

• Conduct ad-hoc financial analyses upon request from management or donors to support operational and strategic decisions.

• Lead the annual budgeting and mid-year reforecasting processes, ensuring alignment with program and organizational priorities.

• Monitor financial performance against budgets, providing narrative explanations for material variances and recommending corrective actions.

• Establish, maintain, improve, and monitor the implementation of quality processes, operating policies, systems, and procedures to comply with HFHI’s finance policies and Vietnam’s regulations and laws and within regulatory requirements for INGO operation in Vietnam.

• Ensure good stewardship of funds in conducting HFHV business and meeting the requirements of funding agencies. (HFHV funds are made available through the generous donations of individuals, cooperations, and the grants of government agencies.)

Grant and Donor Financial Management

• Support Program and RD teams on budget development and review of grant proposals.

• Lead the process of project-based fund accounting and management.

• Promote best practice on financial, grant management and taxation issues, actively sourcing expert advice if required.

• Coordinate with relevant stakeholders to ensure timely fund utilization and reporting.

• Monitor to ensure that the actual spending aligns with the approved budgets and the additional grants added.

• Work closely with Resource Development & Communication Manager and National Director on updating and managing of the pipeline progress.

• Work closely with Volunteer Program Manager to ensure all incurred VP donations are available and fully received, the ROI budget is well managed.

Accounting, Controls and Compliance

• Review and approve journal entries, reconciliations, and payment vouchers.

• Maintain segregation of duties between transaction preparation, review, and approval.

• Review and approve for recording all accounting transactions. Ensure consistency in the financial system, resolve accounting discrepancies and irregularities.

• Review and approve invoices and supporting documents to ensure business cash advances or payment requests are authorized as per DOA and relevant HFHV’s finance policies.

• Oversee Tax reporting and management, including lead Tax audit process and VAT refund project, if any.

• Join responsibility with HRA Manager to oversee the accuracy and consistency of monthly payroll, PIT declaration and payment and PIT finalization in term of complying with the country regulations and HFHV HR policies.

Audit and Risk Management

• Lead and coordinate statutory, donor, project, tax compliance and internal audits. Ensure timely response to audit findings and implementation of recommendations.

• Proactively identify and mitigate financial risks.

• Lead and work with Asia Pacific Regional Office, Donors, External Auditors, Partners, and other stakeholders to meet requirements related to financial issues.

Treasury and Cashflow Management

• Manage bank relations and oversee cashflow forecasting.

• Review bank reconciliations and ensure funds are properly used.

• Review banking process and coordinate with HFHV’s bank and relevant stakeholders to ensure effective and timely receipt of funds and T/Ts.

Implementing cross-functions responsibilities

• Work closely with other Department Heads and PMDEAL to drive efficiency and take the lead in validating and consolidating initiatives to promote good stewardship of funds.

Others

• Provide consultation and technical support in micro-finance system development, revolving fund management, and consolidation.

• Ensures security and maintenance of all HFHV assets, including financial electronic database backup and document retention.

• Conduct and/or assign a suitable team member to perform orientation for colleagues in other functions.

• Supervise timely performance of annual objectives and routine services. Providing regular feedback to the team with compliments, and motivational support as well as challenging feedback for improvement.

• Discuss on the need to fill performance and skills gaps and development opportunities with team members and supports implementation.

• Studies and complies Ethics Covenant, Policies on Conflict of Interest, DOA, Procurement, Safeguarding, Policy on Business Travel, Asset Management, Safeguarding and other relevant policies.

• Engage in and maintain a safe working relationship with colleagues and local partners in accordance with HFHV policies

Working condition & context

• The work requires daily dynamic interactions with people internally and frequent interaction with external parties.

• The job requires frequent discussion with National Director, Regional Finance Manager and other department Leads.

• Travel domestically or internationally from time to time.

Standard Performance Expectation

• Performance Expectations: Results, Action and Behaviors.

• Upholds Habitat for Humanity’s core values: Humility, Courage, Accountability

• Uphold high standards of Competence, Integrity, and Credibility

Candidates who are interested in Habitat’s Vision & Mission and qualified for the job please send us your comprehensive CV & Cover Letter in English highlighting your interest and capabilities. Please also mention in the CV/Cover Letter the contact details (including telephone number and email) of 3 referees including the most recent direct supervisors.

Minimum education

• A degree in Accounting / Financial Management from University or Diploma Awarding Institution.

Preferable: University Degree and qualified CMA/CIMA/Australia CPA/ACCA.

• Demonstrable evidence of continuing development

Minimum experience

• Minimum 6 years of progressive experience in financial management, including at least 2 years in a supervisory role within an INGO or multinational organization.

• Significant experience of financial management within a complex organization, including for instance development of monthly management accounts, financial reporting, monthly and annually. Tracking financial performance and working with key performance indicators (KPI).

• Proven experience of supporting the organization’s strategy by implementing policies and procedures.

• Understanding of effective financial processes, controls and budgetary tools, including ability and experience of implementing systems effectively across an organization.

• Proven track record of leading and managing staff such as coaching and performance management. Commitment to working as part of a team and leading on delivering a business partner service to the organization. Preferrable: Experience working in nonprofit, a public sector body, charitable or corporate.

• Desirable: Experience in contract management including strong negotiation skills and maintenance of effective supplier relationships; Proven ability to manage multiple projects under time constraints

Technical competencies

• Sound technical knowledge in accounting, procurement, systems, policies and procedures

• Knowledge of regulatory standards, current Taxation Laws and Accounting Procedures.

• Familiar with Sun System, ERP would be an advantage.

Business competencies

• Technical credibility and an excellent understanding of current legal frameworks in Vietnam and advanced in Excel

• Excellent verbal and written communication and presentation skills in English and Vietnamese

• Effective interpersonal and communications skills.

• Able to explain complex ideas and principles in a manner that is appropriate for the audience.

• Strong stakeholder management skills and influencing skills

• Strong in managing and supervising staff.

• Strong analytical and problem-solving mind and well-organized.

• Willingness to work “hands-on.”

• Results-focused with ability to work independently and under pressure, have a strong sense of ownership.

• Ability to see both the big picture and the details.

• Demonstrates teamwork and collaboration and promotes customer service spirit.

• Aptitude to learn and self-development.

• Innovative and forward thinking.

• Advanced level of managerial and leadership skills (establish strategic direction for the finance team and proactively contributes to organizational direction and strategy embodying the mission and vision of Organization, enhancing partnerships, leading change.

Work style

The job requires:

• Honest and ethical, reliable, responsible, and dependable

• Willingness to lead, take responsibilities, and offer opinions and direction.

• Displaying a good-natured, cooperative attitude

• Attention to detail

• Ability to work on own initiative and to work in, and adapt to a rapidly changing environment

Physical condition

• The job requires normal office working conditions.

HFHI Values

o Humility – We are part of something bigger than ourselves

o Courage – We do what’s right, even when it is difficult or unpopular

o Accountability – We take personal responsibility for Habitat’s mission

Safeguarding: HFHI and HFHV requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

Disclaimer The purpose of the job description is to indicate the general level of responsibility of the position. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. To effectively respond to internal/external circumstances other duties, responsibilities and activities may change or be assigned at any time with notice.