Administrative Assistant (Maternity leave cover)

USAID Global Health Supply Chain-Procurement and Supply Management (GHSC- PSM)

JOB DESCRIPTION/SCOPE OF WORK

TITLE: Administrative Assistant (maternity leave cover)

PROJECT: Global Health Supply Chain–Procurement and Supply Management (GHSC-PSM) project in Vietnam

Background: The purpose of the USAID-funded and Chemonics-implemented Global Health Supply Chain (GHSC)–Procurement and Supply Management (PSM) project is to ensure uninterrupted supplies of health commodities in support of USG-funded public health initiatives around the world.

The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), and Population and Reproductive Health. In supporting USG-funded global health activities, PSM will develop and manage a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.

At the country level, GHSC-PSM supports country strategies and priorities that fall under the following three project objectives:

Global Commodity Procurement and Logistics
Systems Strengthening Technical Assistance
Global Collaboration to Improve Long-Term Availability of Health Commodities.

The GHSC-PSM Vietnam office operates within the framework of PEPFAR funding and priorities.

The Administrative Assistant is responsible for handling administrative and logistical duties, and procurement for the operation of the field office.

Principal Duties and Responsibilities

Office management:

Assist in handling the daily operation activities of the GHSC-PSM Vietnam office;
Assist in maintaining administrative systems, including but not limited to communication logs, trackers, and filing systems;
Act as helpdesk in transferring request from staff to IT consultant ensure a smooth IT system and functioning within the office;
Assist in working closely with Landlord/vendors to timely fix any issues with office to ensure smooth office operation;
Do inventory and make inventory report every quarter, update inventory track change and ensure office readiness for all staff. Assist in conducting asset disposition if needed;

Procurement and logistics support:

Handle procurements for field office including but not limited to PAR preparation, market research, quote collection, evaluation, PO preparation, contract liquidation preparation, etc.;
Assist in conducting vendor pre-qualification for field office for frequently used goods and services such as car rent, air ticket, etc.;
Provide logistic support for all program events, including conferences and trainings, meetings, workshops of field office from providing input information to PAR till VAT invoice is submitted to Finance team for payment; ensure event is taken place smoothly;
Provide logistics arrangement for project-related domestic and international travel including ticket booking, car rent booking, visa application, hotel accommodations, and airport pick-up for all project-related travel;
Assist in preparation of tea break and other logistics for meetings/events in Hanoi;
Review quantity of frequently used services for payment;

Administrative and translation/interpretation:

Prepare correspondences for office or as per request of technical staff;
Translate documents from English to Vietnamese and vice versa, act as interpreter for meetings;
Ensure all tasks completed are compliant with USAID and Chemonics policies and procedures, and request clarification from Administrative Manager where policy applications are unclear;
Schedule meetings, write memoranda for project files, and take notes in interviews or other meetings as requested;
Perform other duties as assigned by Administrative Manager.

Job Qualifications

Bachelor’s degree in business administration, economics or another relevant field;
Minimum of one years of experience in program administrative and procurement;
Experience working on a USAID or donor-funded project is strongly preferred;
Ability to communicate clearly and effectively;
Fluency in Vietnamese and advanced English required.

Location of Assignment

This is a short-term full-time position for the life of the contract based in Hanoi, Vietnam.

Supervision

The Administrative Assistant will report directly to the Administrative Manager.

Application Instructions

Send electronic submissions to psmvietnamrecruit@gmail.com by December 10, 2019 with only "Administrative Assistant" in the subject line. Finalists will be contacted.

Chemonics is an Equal Opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, or protected veteran status, genetic information, age, membership in an employee organization, or other non-merit factors.

Tags: Chemonics International