A. Financial Management
1. Reporting. Completes all periodic financial reporting according to federal requirements and VEF policy. This includes providing to the ED and the Board interpretation of financial data and statements that point out trends, deviations, and subsequent projections.
a. Prepares and presents regular financial reports to the Board, including end-of-quarter fiscal balances and budget tracking.
b. Performs annual cost analyses to reduce program and operating expenses, and improve VEFs efficiency and fiscal plans.
c. Oversees cash reports, bank statements and charge card disbursements of the Hanoi Field Office.
2. Payments. Makes on-time payments of all invoices and reimbursements, including verifying and processing invoices and reimbursements every week and sending alerts to the ED of any financial abnormality.
a. Ensures that all reimbursements and payments, including those to Board members, are processed within five days after receipt by VEF.
b. Ensures the legitimacy and accuracy of the invoices and reimbursements.
3. Payroll. Administers payroll for VEF direct employees and contracted employees in the United States. Keeps the ED and U.S. direct employees informed of changes related to payroll and taxes. Oversees payroll matters for VEF staff in Vietnam.
4. Salaries, awards, bonuses. Researches and recommends to the ED the appropriate levels of salary increases, awards, and bonuses, based on the performance of all VEF employees, on changes in title, and on tenure with VEF. Secures recommendations and rationales regarding the Hanoi staff from the Hanoi Field Office Country Director and head of finance and accounting.
5. Internal controls. Creates and maintains a system of internal controls for VEF finance and accounting matters in compliance with federal laws and regulations. This system includes written and dated documents and approved policy statements.
a. Establishes financial controls and procedures to monitor and safeguard the use of VEF funds.
b. Interacts regularly with the GSA financial center in Kansas City to ensure correct record keeping and to obtain accurate financial reports from GSA.
6. Procurement and inventory. Procures all office equipment in the United States and oversees similar activities for the Hanoi office. Works in tandem with the VEF Human Resource and Administration Specialist in the U.S. Headquarters and with the Hanoi Field Office to create and maintain a complete system and inventory of VEF assets, summarized annually.
B. Budget Management
1. Budget operations. Oversees and manages VEFs budget operations, including budget formulation, submission, execution, and reporting. Establishes budget policy for VEF and provides short-term and long-term financial analyses and forecasting models to the ED and the Board.
a. Works closely with the U.S. and Hanoi staff to formulate future budgets according to Office of Management and Budget (OMB) requirements and instructions.
b. Presents a draft budget to the ED for review and then presents draft and final budgets and projections to the VEF Board.
c. Provides informal budgetary reports to the ED when requested and formal budgetary reports to the ED and the Board at each Board meeting.
d. Interacts with OMB as needed and required to monitor and meet budget adjustment and submission requirements and to inform appropriate OMB officials regarding VEFs financial and budgetary status.
e. Controls and oversees the rebated fund from the VAT tax refund from the Vietnam Government.
2. Funds transfer. Works closely with USDA, USAID, Treasury, and the General Services Administration (GSA) to ensure accurate and timely transfers of VEF funds ($5 million annually), which are received twice each year (generally in January and July) into VEFs account.
C. Contract Management
1. Negotiations. Works both independently and with other VEF staff, depending on the activity, to negotiate contracts that support the VEF mission in the United States as well as in Vietnam.
2. Compliance. Ensures that all contracts comply with federal regulations and guidelines and that appropriate documentation is generated and maintained in the VEF U.S. Headquarters. Obtains legal review and approval for all contracts.
3. Completion. Manages the finalization and execution of all contracts and interacts with contractors to ensure contract performance and financial accountability. For contracts in Vietnam, the DFA works closely with the head of finance and accounting in the Hanoi Field Office to assure accuracy and appropriateness of the proposed contract and, afterwards, the performance and accountability of the contractor.
D. Legal and Regulatory Compliance
1. Policy formulation. Creates internal policies to ensure legal and regulatory compliance by VEF in all areas of finance and accounting. Organizes and maintains these policy statements in an accessible location for all VEF employees and Board members.
2. Annual audit. Reviews bids, interviews audit firms, and recommends one to the ED. Works closely and constructively with independent auditors to complete the annual audit before November 1. Alert the ED and OMB of any difficulty that might prevent VEF from meeting the November 15 audit submission.
3. Annual report. Responsible for the financial section of VEFs Annual Report to the President and the U.S. Congress.
E. Other Duties
The DFA is responsible for any other duties as assigned by the ED.