Administration Officer

The mission of IDH, The Sustainable Trade Initiative is to catalyze systemic change through collaborative action and to achieve market transformation for impact at scale. IDH convenes companies, CSOs, governments and others in public-private partnerships. Together we drive the joint design, co-funding and prototyping of new economically viable approaches to realize green & inclusive growth at scale in commodity sectors and sourcing areas. Our approaches are designed to drive sustainability from niche to norm in mainstream markets, delivering impact on Sustainable Development Goals. We focus on creating positive impact on deforestation, living incomes and living wages, working conditions, toxic loading and gender. IDH is supported by multiple European governments (Dutch, Swiss, Danish and Norwegian) and we work together with over 600 companies, CSOs, financial institutions, producer organizations and governments in 11 sectors (apparel, cotton, tea, coffee, spices, aquaculture…) and 11 landscapes in over 50 countries worldwide. IDH is a dynamic and demanding organization of about 140 staff members and permanent consultants at the Headquarter in Utrecht, the Netherlands and several overseas offices and hubs in South America, Asia and Africa.

Starting operating in Vietnam in 2010, IDH has since established strong partnerships with businesses, government and civil society organizations working on coffee, tea, cocoa, spices/pepper, aquaculture and apparel/footwear sectors. Since 2014, IDH also launched an initiative sustainable landscape program aimed at using the public- private approach to addressing the key sustainability issues in the Central Highlands of Vietnam, which plays a key role in the production of several agricultural commodities.

IDH Vietnam is looking for

Administration Officer

The position is based in Hanoi, will report directly to the IDH Vietnam Country Director.

Key roles and responsibilities:

Ensure the smooth and effective operation of IDH Vietnam office:

• Manage office supplies, stationaries and place orders.
• Ensure a good and tidy office area and working area for staffs.
• Arrange travel, accommodations and other logistic support for IDH staffs and visitors.
• Manage IDH Vietnam’s email: vietnam@idhtrade.org.
• Distribute and store correspondence (e.g. letters, emails and packages), monitor responses.
• Organize a filing system for important and confidential documents for the office.
• Schedule in-house and external events. Maintain IDH Vietnam’s calendar and schedule appointments.
• Welcome guests and visitors coming to IDH Vietnam office.
• Support Program Officers and coordinate with relevant authorities to register the activities/programs as needed.
• Provide support to CD regarding plans and reports in due: requested by donors, PACCOM and strategic partners… Prepare reports and presentations with statistical data, as assigned.
• Coordinate the extension/modification of IDH Vietnam’s operational license.
• Monitor the contract with supplier of office related service: IT, cleaner…
• Other tasks as required to ensure a smooth and effective office operation.

Monitor office assets:

• Draft the procurement plan of office assets based on the need of all staffs and annual budget for CD approval and make purchase accordingly.
• Monitor office assets as according to IDH Vietnam-Guidelines on management and use of office assets.

Support Human Resource management

• Record leave and monitor leave balance for IDH Vietnam staff.
• Prepare monthly leave reports
• Provide support during recruitment and onboarding new staffs.
• Monitor employment/consultancy contracts for IDH Vietnam staff and coordinate the extension, modification and termination of these contracts.

Requirements

Candidates will be selected on the basis of key criteria:

• Bachelor degree is required.
• 5 year of relevant working experience in general office administration is required.
• Experience with office management software like MS Office: Word, Excel, PPT, emails and internet.
• Working knowledge of office equipment.
• Strong organization skills with a problem-solving attitude. Good team working skill.
• Attention to detail.
• Excellent written and verbal communication skills: both in English and Vietnamese.
• Experience with international non-profit organizations is a plus.

Terms and conditions

The position is supposed to be long-term. The successful applicant will be offered a consultancy contract for 1 year with possibility of extension, including 3 months of probation. IDH offers a challenging position with opportunities for growth within an enthusiastic and passionate team and as an IDH team member you can contribute to positive global change.

For more information about IDH, please visit http://www.idhtrade.org.

How to apply

Interested candidates should send their CV/resume and application letter (in English), explaining your interest and capabilities for the position, to Ms. Iris van Oort, HR Officer, at jobs@idhtrade.org and copy to Vietnam@idhtrade.org before Jan 31st, 2020 mentioning “Application for Admin Officer” in the subject line.

IDH, The Sustainable Trade Initiative

Arthur van Schendelstraat 500,

3511 MH Utrecht

P.O. Box 1241, 3500 BE UTRECHT, The Netherlands

www.idhsustainabletrade.com

IDH Vietnam Office

Room 401, B1 Building, Van Phuc Diplomatic Compound

No. 298 Kim Ma, Ba Dinh, Hanoi

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