National Administrative Assistant

Food and Agriculture Organization

Hanoi, Vietnam

Experience: 3 to 5 Years

Skill Required: Media and Communication

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations. With presently 194 member states, FAO works in more than 130 countries worldwide, including Vietnam where the Organization has operated since 1978. The current Country Programming Framework (CPF) for the period of 2022 - 2025 has four priority areas: (1) One Health (OH); (2) Climate change response, environment and natural resources management; (3) Food safety, sustainable production and consumption, and equitable livelihoods for all; and (4) Governance, Gender and PWDs. The incumbent’s tasks will mainly contribute to the first priority area.
The incumbent will work under the overall guidance of the FAO Representative in Viet Nam, the overall supervision of the Senior Technical Coordinator of Emergency Center for Transboundary Animal Disease (ECTAD), the direct supervision of the National Operations Coordinator, and in close coordination with FAO ECTAD team including national consultant(s) and government partners. 
Finance and Administration, to contribute to the successful implementation of the FAO ECTAD projects in the country by undertaking the following tasks and duties:  
Support daily administration including but not limited to:
  • Assist STC and OC in managing the ECTAD office;
  • Manage (including filling) in-coming/out-going correspondence, and reporting to the STC;
  • Draft and translate correspondence, speeches and other documents as required;
  • Maintain ECTAD contact list and events monitoring tables (with participants number);
  • Arrange meetings and logistics support for incoming missions;
  • Book a meeting room and receiving guests for meetings at FAO Vietnam/ECTAD office;
  • Provide administrative support, including invitation, travel, compilation of participant list and presentations, to organize events and field activities; 
  • Process Travel Authorization (TA), Travel Expense Claim (TEC) and logistic arrangement (flight, accommodation, etc.) for international travels;
  • Make payments for visa, car expenses, card visit, etc. and submit supporting documents to the Operations Assistant for filing;
  • Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard; 
  • Maintain filing system of administrative and financial documents. Supports the administration of personnel and equipment;
  • Provide inputs and support ECTAD reporting requirements;
Assist in processing consultant contracts (Consultants, PSA, NPP, CLC):
  • Upon recruitment initiation by OC, follow up with consultants to collect a full set of FAO required documents for processing labour contracts;
  • Submit all required documents to FAOR office and follow up to get the contract issued;
  • Raise ePPR on the system as soon as all required documents submitted by international consultants and after the contract signed with the national consultants;
  • Prepare Casual Labour Contract after receiving request and required documents;
  • Collect and submit timecards for all consultants;
  • Update the HR monitoring table on real time basis and provide update report to STC and OC on monthly basis.
Assist in conducting procurement procedures:
  • Prepare tender offer after LTO clearance including market survey and prepare note for the file for repeated orders;
  • Follow up with suppliers to ensure timely contract signing and goods delivery;
  • Coordinate with suppliers and the Government partners (goods receivers) for goods distribution and VAT exemption; 
  • Process payment after receiving all supporting documents.
Perform other duties as required:
Candidates Will Be Assessed Against The Following:
Minimum Requirements:   
  • Bachelor’s degree in business administration, international relations, finance, management, accounting, social sciences, or related discipline.
  • At least four years of relevant experience in project operation, office management, administration, accounting and/or audit, budget or finance; 
  • Working knowledge of English ; 
  • National of Vietnam
Technical/Functional Skills:
  • Experience working in UN agencies/INGOs/ international organizations/NGOs or in an international context is an asset; 
  • Ability to take ownership and accountability for assigned processes and to work autonomously.
  • Rigor and demonstrated attention to detail.
  • Ability to work quickly and under pressure.
  • Excellent writing skills
  • Thorough knowledge of the communication and documentation standards.
  • Thorough knowledge of corporate computerized financial / travel / Human Resources systems
  • Thorough knowledge of organizational structure, administrative procedures, and policies, and matters of protocol
  • Very good knowledge of the MS Office applications, Internet and office technology equipment.