Administration & Logistics Support Officer

Terms of Reference

The GREAT Program is a flagship initiative of the Australian aid program in Vietnam – it commenced in November 2017 and will run for five years (2017 to 2021). The Program seeks to promote women’s economic empowerment (WEE) in the ethnically diverse north-west region of Vietnam. The primary beneficiaries are women living in the provinces of Son La and Lao Cai, while an overarching emphasis is placed on the inclusion of women from ethnic minority communities as these provinces are home to twelve and twenty-six ethnic groups respectively.

The Program is implemented by Cowater International Inc. in cooperation with Son La and Lao Cai Provincial People’s Committees (PPCs). The objectives of the Aus4Equality|GREAT Program are:

• Objective 1 – Empowering local women: Women living in local communities have increased capacity, space and choices to beneficially engage with agriculture and tourism businesses.

• Objective 2 – Inclusive businesses partnerships: Selected private sector actors within the agriculture and tourism sectors innovate to profitably and sustainably trade with more women entrepreneurs and operate in gender sensitive ways.

• Objective 3 – Improving sector governance and policy: Government agencies reinforce policies, and enact plans, regulations and services that enable more inclusive socio-economic development..

Cowater is recruiting an Administration & Logistics Support Officer to support our activities in our provincial program office in Son La.

Reporting to the Provincial Coordinator, the Administration & Logistics Support Officer is responsible to providing high level administrative and logistical services to the Aus4Equality project. This includes supporting the provincial team and the Project Management Unit (PMU) across an array of duties in accordance with the procedures and guidelines laid out in the Aus4Equality Program Administration Manual, and Program Standard Operating Procedures (SOPs).

• In charge of general correspondence, mail registration and filing (electronic and hard copy protocols).
• Maintain an adequate inventory of office supplies and asset, stationery for office and meetings;
• Ensure maintenance of equipment such as computers, photocopiers and etc.;
• Procurement of consumables, stationary and etc.;
• Keep an updated record of staff travel, leave and timesheet.
• Schedule and coordinate vehicles and drivers, including driver booking schedules.
• Manage petty cash in line with financial procedures;

• Assist the Provincial Coordinator and/or Hanoi Office staff to liaise with PMUs and any other project stakeholders in all matters related to logistical arrangements for meetings, workshops;
• Assist in identification of meeting/workshop venues, confirmation of participation, attendance register, payment of perdiem/accommodation/travel expenses associated to the meetings/ workshops;
• Provide interpretation for meetings/workshops and translation of letters, correspondences, document, reports.
• Perform other related duties as required.

• Able to communicate fluently and effectively in Vietnamese and English (oral and written).
• Advanced Microsoft Word Skills
• Able to use other Microsoft Office applications.
• Advanced filing skills (both Electronic File Management and Hardcopy filing protocols).
• At least 3-year experience in a similar role.

• Able to travel within provincial project areas and to Hanoi when required.
• Able to manage multiple demands and prioritise tasks, work easily and cooperatively with diverse stakeholders, and support other team members.
• Must be flexible, willing to perform other duties and work irregular hours when required.
• Excellent interpersonal skills, including patience, diplomacy, willingness to listen and show respect for colleagues.
• Experience maintaining relationships with stakeholders at all levels (government, international and local NGOs, and at community level).
• Able to create a supportive working relationship among all Aus4Equality partners.
• Able to work individually and as part of a team and show initiative when required.
• Demonstrated knowledge and understanding of minority groups in Vietnam and gender-related issues.

Interested candidates are invited to send application to aus4equalityrecruitment@gmail.com. Please indicate the Job title in the subject line.

• A cover letter including a response to each of the selection criteria
• A detailed Curriculum Vitae
• Contact of 03 referees

For more opportunities, please visit our website at http://equality.aus4vietnam.org/vacancies-at-great/ or facebook page at https://www.facebook.com/Aus4EqualityGREAT/ Women, and people of minority groups, are encouraged to apply.