Office Assistant / Administrative Assistant

Abt Associates, Vietnam

Skill Required:, HR and Admin
Closing Date for Applications: 
20th October, 2020


Job Description

Organization Overview

The International Development Division focuses on improving the lives and economic well-being of people in lower and middle-income countries. We command technical expertise in health, agriculture, climate change, food security and governance—as well as in international evaluation. Our multi-layered health portfolio includes policy, health promotion and disease prevention, health finance, and health systems management. In partnership with government clients and local experts, our high-quality programs in Africa, Asia, Latin America, and the Middle East are known for impact and innovation.

Job Summary

The Local Health System Sustainability (LHSS) Project is a USAID-funded 5-year, $209 million global task order that works to strengthen health systems as a means to achieve universal health coverage and improve population health and well-being. Interventions will focus on reducing financial barriers, holding health services accountable for meeting all clients’ needs and making sure that the care patients receive meets minimum standards. USAID’s LHSS Vietnam activity will focus on improving health financing for HIV and TB prevention and control, strengthening supply chain systems, and supporting the expansion of the Social Health Insurance (SHI) scheme to improve the provision of quality care and treatment at a national scale. The project will work collaboratively at the national level with the Government of Vietnam (GVN), particularly the Ministry of Health and the Vietnam Social Security (VSS) to support GVN efforts to increase sustainable domestic financing for health, including TB and HIV, ensure quality of HIV care, and to seek efficiencies in health spending and procurement and supply chain management.

The Administrative Assistant will assist in administrative tasks such as planning and conducting the logistics for project activities including workshops, training and meetings, lodging and travel arrangements, as well as support with the procurement of office-related commodities under the supervision of the Administration Officer.

Key Roles and Responsibilities

  • Establish systems for weekly inventory of basic supplies (i.e. printer paper, ink, cleaning supplies, etc.)
  • Maintains a central filing system for required documents and forms
  • Serves as office receptionist, greeting all visitors, accepting office deliveries, and managing office phone lines
  • Schedules office cleanings and routine maintenance, as needed
  • Coordinates the organization of local meetings under the supervision of the Administration Officer
  • Manages team travel schedule and ensures staff whereabouts are kept up to date
  • Assists in drafting RFQs, pricing requests, and purchase orders
  • Supports the Finance and Administrative Manager to manage the administrative elements of the grants program including Proposals or Quotes (RFP/Q), tracking, bid analysis and justifications and compliance review
  • Contributes to bid analysis
  • Other clerical and administrative duties as assigned

Preferred Qualifications

  • High school diploma and 2 years of work experience
  • Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software.
  • Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy highly desirable
  • Experience with international development and donor-funded programs desirable
  • Familiarity with USAID-funded projects will be an advantage
  • Excellent management, organizational and computer skills
  • Strong oral and written communication skills in English are required

Minimum Qualifications

  • 2 years or less experience and high school diploma OR the equivalent combination of education and experience

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