Accounting Administrator

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.

We are seeking a detail-oriented and reliable Admin & Accounting Coordinator to support the smooth day-to-day operations of STEAM for Vietnam.

In this role, you will help us keep the engine running behind the scenes by supporting:

• Administrative paperwork
• Purchasing & vendor coordination
• Basic finance tasks
• Grant and contract documentation

You will work closely with the Finance/Operations Lead, Program Leads, and Fundraising & Partnerships Manager to ensure our projects comply with donor requirements and internal policies.

• Prepare, organize, and file contracts, MOUs, quotations, payment requests, and other documents.
• Maintain Google Drive folders and internal trackers, ensuring documents are named and stored consistently.
• Support the collection of signatures and approvals (digital or physical) from relevant stakeholders.

• Support procurement processes: request quotes, compare options, prepare simple purchase summaries.
• Coordinate with vendors for invoices, payment details, and delivery confirmation.
• Help ensure purchases follow basic procurement rules (documentation, approvals, receipts).

• Assist with basic bookkeeping tasks, such as recording expenses in spreadsheets or templates.
• Help prepare payment requests, reimbursement forms, and expense reports for review.
• Support the Finance/Operations Lead in tracking project budgets vs. actual spending.

• Maintain grant documentation folders (proposals, contracts, reports, financial attachments).
• Track simple grant-related deadlines (report due dates, financial report timelines).
• Support the preparation of financial attachments for donor reports (exporting data, formatting spreadsheets, gathering supporting documents).

• Work with Program Leads to gather necessary paperwork related to activities (attendance lists, invoices, receipts).
• Help prepare basic admin/finance summaries for internal meetings.
• Flag risks or delays early (missing documents, unclear invoices, upcoming deadlines).

Experience

• Prior experience in administration, finance support, operations, or office management is a plus (non-profit or start-up experience is a bonus).
• Familiarity with basic accounting concepts (invoices, receipts, reimbursements) is helpful but not mandatory; willingness to learn is essential.

Skills & Mindset

• Strong attention to detail and respect for accuracy in paperwork.
• Good organizational skills; able to keep documents, links, and trackers tidy and up to date.
• Comfortable working with Google Sheets/Excel, Google Docs, and Google Drive.
• Clear and professional communication in Vietnamese; basic working English is a plus.
• Reliable, proactive, and comfortable asking questions when something is unclear.
• Passionate about education and social impact, and happy to support behind-the-scenes work that enables large-scale programs.