About STEAM for Vietnam
STEAM for Vietnam Foundation is a 501(c)(3) non-profit organization dedicated to promoting STEAM (Science, Technology, Engineering, Arts, and Mathematics) and AI education in Vietnam. We are powered by a global team of passionate professionals and students who believe in the power of free, world-class education to transform lives and help future generations confidently step onto the global stage.
About AI for Vietnam
AI for Vietnam (AIV) is a U.S.-registered 501(c)(3) nonprofit organization founded by Vietnamese professionals from the world's leading technology corporations and prestigious academic institutions. We serve as a bridge between global AI advancements and Vietnam's growing tech ecosystem, uniting a global network of Vietnamese experts across the globe to accelerate the nation's technological progress.
Key Responsibilities
- Administrative & paperwork support. Prepare, organize, and file contracts, MOUs, quotations, payment requests, and supporting documents in our shared Google Drive with consistent naming and versioning. Support the collection of digital and physical signatures from U.S. and Vietnam-based stakeholders, and keep internal trackers fully up to date.
- Procurement & vendor coordination. Run procurement workflows end-to-end — requesting quotes, preparing comparison summaries, and coordinating invoices, payment details, and delivery confirmation with U.S. and Vietnamese vendors. Ensure every purchase has proper documentation, approvals, and receipts, and follows our procurement SOPs.
- U.S. + Vietnam finance & bookkeeping. Record day-to-day transactions in our U.S. nonprofit finance stack (QuickBooks Online, Bill.com, Expensify/Ramp) and in Google Sheets for project-level tracking. Prepare payment requests, reimbursement forms, and expense reports in both USD and VND; support the Finance/Operations Lead with monthly reconciliations and project budget vs. actual tracking.
- Grant & donor compliance documentation. Maintain complete grant documentation folders (proposals, contracts, reports, financial attachments) for U.S. and international donors, and track report deadlines proactively. Support financial attachments for donor reports and assist with annual IRS Form 990 and audit preparation.
- Cross-team coordination & risk flagging. Work with Program Leads to collect activity paperwork (attendance lists, invoices, receipts) and prepare clear admin/finance summaries for internal meetings. Flag risks and delays early — missing documents, unclear invoices, upcoming deadlines, or unusual transactions — so issues are resolved before they escalate.
Qualifications
- 2–4 years of experience in administration, finance support, operations, or office management, preferably at a U.S.-registered nonprofit, U.S.-Vietnam cross-border company, or multinational organization. Demonstrated personal integrity and accountability — this role handles contracts, payments, and confidential financial information.
- Working fluency with U.S. nonprofit finance tools — QuickBooks Online (or equivalent), Bill.com, Expensify/Ramp/Brex, Gusto/ADP payroll basics, and U.S. banking workflows (ACH, wire transfers). Comfort with 1099/W-9/W-8BEN processing and IRS Form 990 support documentation.
- Strong Google Workspace and Excel/Google Sheets competency — able to build clean trackers, pivots, and reconciliations independently. Comfortable working across USD and VND with accurate exchange rate handling.
- Professional written and verbal communication in both Vietnamese AND English. You will work directly with U.S.-based colleagues, donors, auditors, and vendors, and must be able to write clear finance-related emails in English without supervision.
- Highly reliable, discreet, and proactive — you keep commitments, respect deadlines, flag problems early, and handle confidential financial information with full professional discretion. Comfortable asking clarifying questions when something is unclear rather than guessing.
Why Join Us
- Own the operational backbone of two high-impact, U.S.-registered Vietnamese nonprofits at a historic moment for AI and STEAM education in Vietnam.
- Build deep expertise in U.S. nonprofit operations, grant compliance, and cross-border finance hands-on, while working with a globally distributed team.
- Work directly with leadership in the U.S. and Vietnam, and alongside partners from Meta, Google, NVIDIA, MOET, and leading Vietnamese institutions.
- Support programs that reach millions of Vietnamese learners, educators, and technologists — your work keeps the machine running behind every launch, campaign, and grant.
- Competitive compensation, mentorship from world-class operators, and a mission-aligned, supportive team.
