Administrative Assistant

USAID Vietnam Trade Facilitation Program SCOPE OF WORK

Position: Administrative Assistant Period of Performance: Long-term (beginning June 2020) Place of Performance: Hai Ba Trung District, Hanoi, Vietnam

Project Background:

The Trade Facilitation Program (TFP) aims to support Vietnam to adopt and implement a risk management approach to customs, which will facilitate the implementation of the World Trade Organization’s Trade Facilitation Agreement of which both Vietnam and the United States (U.S.) are members. The TFP will work with The General Department of Vietnam Customs (GDVC) to ensure simplification, harmonization, professionalization, and adoption and implementation of risk management customs approaches at the national and provincial levels to expedite cross-border trade and to enable Vietnam to implement WTO TFA commitments. The TFP will work with the GDVC, private sector and other Government of Vietnam (GVN) agencies to simplify policies and across GVN units, foster stronger linkages between national and provincial levels, and improve coordination and implementation at the provincial level.

Overview:

As Administrative Assistant, the candidate will report to the Finance & Operations Director. He/she will be responsible for providing administrative support to the Administrator, Finance & Operations Director, Chief of Party (COP) and Deputy Chief of Party.

Responsibilities and Tasks:

The Administrative Assistant will be responsible for the following:

Assist with the operational functions of the project offices;
Support the Finance & Operations Director and Administrator with daily tasks;
Manage the maintenance of the project offices;
Function as receptionist and direct phone calls and visitors to the proper personnel;
Work with staff/janitorial service to ensure office supplies needs are met;
Assist with the coordination of business meetings, conferences and events for office, staffs and counterparts;
Assist with procurement, track the record of procurement;
Collect invoices from vendors and prepare supporting documents to submit to Finance team for payment;
Update the contact list, STTA’s, COP’s calendar, contact with interpreters and track the record of translation/interpretation; Translate some simple office documents;
Coordinate with Administrator to arrange staff events; contact with Trade Union;
Other tasks are directed by the Chief of Party and F&O Director.

Qualifications:

The Administrative Assistant should have the following qualifications:

University education in a relevant field (Bachelor of Business Administration, Economics, Finance and Accounting, English …) with an interest in international development projects;
3 years or above of administration management experience, ideally in the NGO sector; USAID funded projects;
Good knowledge in finance management will be an asset;
Fluent English in speaking and writing;
Excellent communication skills;
Demonstrated ability to adapt and be flexible;
Possess good time management, analytical, interpersonal and organizational skills and work strategically and effectively in a team;
Able to handle confidential information appropriately;
Discretion, trustworthiness, team working, independent, deadline-oriented and proactive.

Reporting:

The Administrative Assistant will report directly to the Finance & Operations Director.

Application Submission:

Interested applicants can submit their CVs/Resumes through HR@vietnamtfp.com. The deadline of applications is June 19, 2020 at 15:00 pm Hanoi Time. Only shortlisted candidates will be contacted.