Country Finance & Operations Manager - Vietnam

Vietnam
Permanent
Full-time

16 days ago

Country Finance & Operations Manager· This position is to be based in Hanoi, Viet Nam. The preferred candidate will be required to work from the COAST Viet Nam office in Hanoi, following the set working hours established by the COAST Facility Team.· This position is full-time, starting from September 2025 (definite start date is to be decided).· The COAST Viet Nam team is lean and operates at a high pace. This position will be responsible for the running of the Finance and Operations Department alone and will not be provided officers/and or any junior staff to delegate administrative tasks to.· This position is open to Vietnamese nationals onlyRole and responsibilitiesThis role oversees financial, administrative and operational arrangements for the COAST Country Team. This includes budget management and financial reporting for all Country activities; finance management support including purchase orders and payments for suppliers and grantees; managing country office payroll; organising logistics, travel, accommodation, visas, meeting and venue requests and bookings for COAST team members and technical advisers; procurement of equipment and office supplies; copying, filing, assets management; financial oversight and due diligence of grantees and technical assistance activities; and overall assistance and support to the COAST’s PMU and Country team.The Country Finance and Operations Manager will report Country Team Lead and have a matrix report into the PMU Finance Manager, based in the UK.The Finance and Operations Manager is based in COAST’s Country office and may have some limited travel expected to COAST operations nationally.Operational SupportServe as the primary point of contact for vendors, consultants, partners, and other key stakeholders.Act as the focal point for administration, procurement, and human resources services, maintaining close coordination with DAI headquarters.Support the day-to-day administrative operations of the national project, including human resources, procurement, accounting, bank management and records management.Ensure timely and protocol-compliant administrative, logistical, and financial support to facilitate effective coordination of country-level activities.Provide logistical support for COAST visitors, including coordination of invitations, visa documentation, accommodation, in-country travel, airport transfers, and meeting arrangements.Maintain and update administrative files and documentation related to project personnel.Manage filing and archiving systems for administrative and financial records.Ensure the proper functioning and maintenance of office equipment; maintain accurate asset inventories and coordinate repairs as needed.Oversee office supplies inventory by monitoring stock levels, anticipating needs, placing and expediting orders, and verifying deliveries.Process employment agreements for new hires or contract extensions, ensuring registration with the project’s health insurance provider, BPJS health and pension, and processing of payroll.Periodically review and recommend improvements to administrative systems to enhance efficiency.Ensure the COAST Management Information Systems (MIS) platform is regularly updated and effectively utilized by the country team.Financial ManagementSupport the development and implementation of country-level budgeting, forecasting, and financial reporting, in alignment with COAST’s wider financial planning requirements.Manage day-to-day financial operations in accordance with COAST’s finance and operations manuals, including cash flow management, forecasting, supplier payments, and expense monitoring.Monitor and maintain up-to-date asset and inventory registers; submit periodic updates to the PMU Finance Manager.Ensure accurate and timely completion of staff timesheets and proper tracking of staff leave and deliverablesPrepare and process payroll, staff advances, expense settlements, and travel/hotel bookings.Handle health insurance claims and submissions to the appropriate providers.Conduct in-country vetting of suppliers and vendors, ensuring all documentation is complete and appropriately archived.Support internal and external audits in collaboration with the PMU Finance Manager.Provide financial analysis and commentary to assist the PMU Finance Manager in informed budgeting and forecasting decisions.Ensure effective control and management of project budgets in line with COAST’s contracting models and financial principles.Manager all statutory compliances such as full adherence to national and local laws & regulations governing employment, taxation, procurement and Insurance. Monitoring and implementing updates to statutory requirements like labour laws, tax regulations & other mandates affecting project operations and personnel.Monitor and work to minimize non-billable project costs.Perform other finance- and operations-related tasks as required.Grant and Technical Assistance Facility Management· In coordination with Grant Manager and Finance Manager support on grantee evaluation and commercial assessments, grantee capacity building and financial reporting.· In coordination with the Grant Manager ensure all grantee vetting and due diligence is conducted; support on contracting, financial reviews and audits.· In coordination with the Technical Assistance Facility Manager ensure all expert vetting is conducted; support on contracting, financial reviews and payments.· Ensure grantee financial reporting is completed on time and in line with the Programme Operations Manual; All financial reporting will be collated on COAST’s MIS platform; liaise with the Grant Manager to ensure risks and issues are escalated and promptly managed.Qualifications and Experience

A bachelor's degree is required, with a master's degree in finance.
A minimum of 15 years of professional experience in independently managing and directly cover finance and operation tasks.
Experience in independently managing budgets, financial reporting, and operational activities for ODA projects.
Experience with due diligence, vetting, and compliance procedures.
Proven ability to work independently and manage an entire Finance and Operations department.
Proficiency in cash flow management, payments, and administrative procedures.
Experience coordinating with diverse partners, including vendors, consultants, and other stakeholders.
Strong proficiency in using Management Information Systems (MIS) and accounting software.
Experience ensuring compliance with national and local laws and regulations governing employment, taxation, procurement, and insurance.
Fluent and professional English language skills, both written and spoken.
Strong communication and interpersonal skills, with the ability to effectively engage with diverse stakeholders.
Proven negotiation and analytical skills, particularly when dealing with vendors and service providers.
Ability to provide clear guidance to partners on financial guidelines and compliance requirements.
Strong service-oriented mindset with a meticulous and detail-oriented approach to all tasks.
Experience with audit processes and the ability to effectively address audit findings.

Climate and Ocean Adaptation and Sustainable Transition (COAST)Background to COASTHuman activities such as harmful fishing practices, coastal habitat conservation, and pollution directly contribute to biodiversity loss and degradation of ocean and coastal ecosystems and ecosystem services. This degradation amplifies coastal populations’ vulnerability, particularly in developing countries already burdened by high poverty, and frequently dependent on fragile ocean and coastal livelihoods such as artisanal fisheries and aquaculture. While the ocean is the primary source of animal protein for billions, climate change raises the stakes and compounds the problems as coastal areas are increasingly exposed to sea level rise, intense storms, marine heatwaves, and ocean acidification, posing existential threats to both marine life and human communities.DAI recognises the need to address these challenges holistically, integrating targeted interventions to improve both environmental and social systems. Our vision for COAST Facility is “to revolutionise coastal and marine ecosystem management through a pioneering approach that uniquely combines local community empowerment with national reform and global advocacy.” COAST Facility will implement activities in 4 priority countries – Mozambique, Indonesia, Viet Nam and the Philippines and a demand led Technical Assistance Facility in ODA recipient countries outside these four priority countries.We propose an integrated methodology founded on five core delivery principles to direct our delivery approach. These principles are appropriate for addressing coastal and ocean challenges effectively; ensuring flexible and innovative solutions; the ability to deliver, manage and maximise impact; and ensure a high standard of programme and activity management tailored to the complexity of COAST. They are a holistic approach, community-centred solutions, collaborative partnerships, legacy and sustainability, and learning and adaptation.Background to DAITo deliver COAST Facility, DAI will capitalise on our extensive experience in Indonesia, Mozambique, Philippines, and Vietnam to support aligned partner country governments and local community-based organisations. Our delivery of COAST will a) provide a team of world-leading experts in coastal and ocean sustainability coupled with deep experience in ODA fund management; b) leverage DAI and our partners’ expertise delivering programmes alongside partner governments and communities; c) provide deep understanding of effective multi-country, multi-component TA and fund management programmes.DAI will lead the COAST consortia and be responsible for the overall delivery of the contract. Our Consortia partners are Blue Green Advisors, DevLearn, Monterey Bay Aquarium and Wildlife Conservation Society.Salary£21,000 to £23,000 - (VND 737,837,100 to VND 808,107,300)**Recruitment will continue on a rolling basis until the role is filled. It is expected to close in September 2025

DAI

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