Financial and Administrative Coordinator

RMIT University · Ho Chi Minh City

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Overview:

RMIT Vietnam is seeking a Financial and Administrative Coordinator to join our School of English and University Pathways (SEUP). In this role, you will support the School’s financial and administrative operations, including purchasing, contract coordination, financial reporting and process improvement. Working closely with School leadership and internal and external stakeholders, you will help ensure accurate financial information, efficient processes and effective operational decision-making.

In line with our current recruitment and selection guidelines, this role is open to Vietnamese candidates only.

Expected start date: at the earliest available opportunity.

WHY JOIN RMIT VIETNAM?

At RMIT Vietnam, international exposure meets real-world impact through strong industry and government collaboration. Working at RMIT means building a meaningful career while creating impact in a high-performing environment.

Further insight into our mission, impact and global connections is available in the RMIT Vietnam Profile.

WHAT WE OFFER

• Competitive gross remuneration package for candidates.
• 13th month Tet bonus
• Private Health insurance for you and your family, plus Personal Accident Insurance
• 20 days annual leave, sick leave, volunteer leave and public holidays (Christmas break and Tet Holidays)
• Professional development and career advancement
• Access to state-of-the-art facilities and resources
• A vibrant and diverse campus life and more!

POSITION SUMMARY

The Financial and Administrative Coordinator provides financial, purchasing, contract and administrative coordination for the School of English and University Pathways (SEUP).

The role works closely with the Director, School Manager, Heads of Program, administrative staff and RMIT central service teams, including Finance, Legal, Procurement, ITS and Property Services. It also works with external stakeholders, including corporate clients, government, partner institutions, and international and foreign-based universities. The position coordinates information and documentation across different organisations, systems, processes, time zones and cultural contexts, ensuring information is accurate, timely, appropriately documented and progressed through the relevant approval and governance processes.

The Financial and Administrative Coordinator provides accurate and timely financial information, supports effective financial controls and contributes to sound operational decision-making. The role provides financial and administrative advice to SEUP leadership, managers, and staff within its area of responsiblity and identifies opportunities to strengthen processes, improve efficiency and mitigate financial and operational risks. The role requires a high level of attention to detail, sound financial understanding, strong digital and technology capability, and the ability to work confidently with financial, administrative and business systems.

KEY ACCOUNTABILITIES SUMMARY

1. Financial management, budgeting and reporting

• Coordinate SEUP’s budgeting and forecasting cycles by entering budget items, gathering inputs from program teams and preparing reports for review by the School Manager and Central Finance.
• Monitor budgets, revenue and expenditure across SEUP programs and portfolios.
• Prepare regular financial reports, reconciliations and forecasts, including analysis and commentary to support informed financial and operational decision-making.
• Support year-end accrual processes and adjust budget line items as required, ensuring financial records accurately reflect commitments and expenditure.
• Maintain accurate and confidential financial records in accordance with RMIT policies, procedures and financial controls.
• Identify financial risks, discrepancies and emerging trends, escalating issues and recommending corrective actions where appropriate.

2. Purchasing, invoicing and financial administration

• Act as a key SEUP contact for purchasing, purchase orders, invoices, claims and related financial processes.
• Coordinate asset planning, purchasing, recording, maintenance and disposal in consultation with ITS, Finance and Property Services.
• Coordinate the timely and accurate processing of purchasing and payment transactions.
• Provide guidance and training to administrative staff on purchasing, invoicing and reconciliation processes.
• Identify opportunities to streamline purchasing and financial administration processes and improve efficiency.
• Ensure transactions comply with RMIT financial delegations, procurement requirements and relevant policies.
• Monitor outstanding financial transactions, approvals and actions, following up with relevant stakeholders to ensure timely resolution.
• Maintain appropriate financial records and documentation to support financial controls, audit requirements and business continuity.

3. Contracts and program administration

• Coordinate the documentation, review, approval and administration of service, goods, corporate training, memoranda of understanding (MOUs) and other relevant agreements, from initiation through to execution, renewal and closure.
• Liaise with Legal, Finance, Tax, Procurement and other relevant teams to support timely contract processing in accordance with RMIT requirements.
• Maintain an accurate contract register, including key dates, obligations, renewals and financial information, and proactively monitor upcoming milestones and actions.
• Liaise with external stakeholders, including government, corporate clients, partner institutions and international universities, in relation to contracts, MOUs and other programme arrangements.
• Coordinate the collection and maintenance of supporting documentation and evidence required for contractual, financial, compliance and audit purposes.
• Perform other duties commensurate with the scope of the role.

4. Governance, Compliance and Continuous Improvement 

• Support compliance with RMIT policies, procedures, delegated authorities and relevant governance requirements.
• Support to identify financial, operational and contractual risks, escalating issues and supporting agreed mitigation actions.
• Coordinate information required for school-level governance, audit and reporting purposes.
• Provide accurate and timely information to support accountability, planning and decision-making.
• Handle confidential, personal and commercially sensitive information appropriately.
• Identify opportunities to improve SEUP’s processes, systems and data quality, recommend practical solutions, and support staff in adopting consistent practices for system use, data management, documentation and reporting.

Other duties commensurate with the scope of the role

Key Selection Criteria

A. Qualifications and prerequisites

• A relevant undergraduate degree in accounting, finance, business administration or related discipline, or an equivalent combination of education and relevant experience.
• Ability to satisfy RMIT English-language standards relevant to the position.
• Relevant training or experience in procurement, contract administration, business analysis or systems improvement.

B. Professional experience

• Experience supporting financial administration, budgeting, reporting, reconciliation, purchasing, invoicing and contract administration.
• Experience working with financial processes and records in an organisation, preferably in education or a similar environment.
• Experience preparing reports, checking financial information and assisting with identifying variances or issues.
• Experience using financial, administrative and business systems, including spreadsheets and reporting tools.
• Experience contributing to process improvements and supporting the use of systems and digital workflows.
• Experience coordinating information, stakeholders, priorities and deadlines.
• Experience handling confidential and commercially sensitive information appropriately.
• Experience working with education providers, government or corporate organisations would be advantageous.

C. Competencies, skills and knowledge

• High level of attention to detail and accuracy.
• Sound understanding of financial management principles, including budgeting, forecasting, reconciliation, invoicing, revenue and expenditure monitoring.
• Strong analytical skills, with the ability to interpret financial information and provide practical recommendations.
• Strong digital and technology capability, including advanced spreadsheet skills and confidence learning and improving business systems.
• Demonstrated ability to identify inefficiencies and develop practical systems and process improvements.
• Strong written and verbal communication skills.
• Ability to work effectively with academic and professional staff, central service teams and external stakeholders; communicate financial and contractual information clearly; and handle sensitive information with discretion.
• Strong organisational skills and the ability to manage competing priorities.
• Ability to work independently and collaboratively in a changing operational environment.
• Commitment to confidentiality, ethical conduct, continuous improvement and RMIT values.
• Ability to demonstrate behaviours consistent with RMIT’s values and policies.
• Ability to display appropriate behaviours in line with the position, RMIT Values and RMIT Leadership Model.

For full details of the accountability, please refer to the Job Description.

HOW TO APPLY

To be considered for this role, it is mandatory to submit both a resume and a cover letter. Please click on the 'Apply' link provided in this Job Ads to initiate the application process.

Applications will be reviewed on a rolling basis, and the University reserves the right to appoint prior to the closing date.

Compliance Requirements

All academic appointments at RMIT Vietnam must meet University and local regulatory requirements, including English proficiency, background checks, and (for international candidates) eligibility for a work permit. 

English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (General) with a score of at least 6.0 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines). 

Further guidance will be provided during the recruitment process.

RMIT UNIVERSITY COMMITMENT

RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as equal in their place of study and work. All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students. Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working.

IMPORTANT NOTICE:

• Please ensure that your application is submitted through our Workday system on the RMIT Careers page. We do not accept applications through other means.
• RMIT Vietnam will never request any fees or payments during the application process. Be vigilant about scams asking for payment to apply.
• For any questions or support, feel free to reach out to our Talent Acquisition team at nhu.tranngocquynh@rmit.edu.vn

Applications Close:

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community.  As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region.

https://www.rmit.edu.vn/about-us

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