Administrator

Position: Administrator Period of Performance: Long-term (beginning Feb. 2019) Place of Performance: Ba Dinh 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: The Administrator will report to the Finance & Operations Director and will oversee administrative support for the Finance & Operations Director, Chief of Party. Responsibilities and Tasks The Administrator will be responsible for the following:
  • Proactively manage the operational functions of the project office in Hanoi and ensure smooth coordination with the project offices in provinces (if any) and forsee all opeartional issues and recommend to change to the Finance & Operations Director;
  • Provide support to the Finance & Operations Director in supervising the Administrative Assistant;
  • Assist the F&O Director with the procurement of local technical services;
  • Assist with operational subcontracts including leases, vendors and vehicle subcontractors and coordinate to get VAT invoices with the procurement packages;
  • Manage the maintenance of project office;
  • Enforce project office policies and procedures;
  • Work with operations staff to ensure that technical and office supplies procurement needs are met;
  • Coordinate with flow of work, business meetings, conferences and events for office, staffs and counterparts;
  • Collaborate with Administrative Assistant to liaise with landlords, vendors, outsource interpreters/translators and subcontractors;
  • Attend weekly group meetings and be acting on behalf of FO Director upon her absence;
  • Work with the Accountant to ensure that all compliance requirements for subcontractors and Government authorities are met;
  • Oversee and support travelling teams;
  • Support recruitment process and draft employment contracts;
  • Updating Procurement files, Consultant files and Trackers;
  • Perform other tasks assigned by the Finance & Operations Director and/or Chief of Party that are consistent with this Scope of Work and the general requirements of the project.
Qualifications:
  • University education in a relevant field (Bachelor of Business Administration, Economics, Finance and Accounting, English) with an interest in international development projects;
  • 5 years or above of administration management experience, ideally in the international development/ODA sector; USAID funded projects;
  • Good knowledge in finance management will be an asset;
  • Fluent English in speaking and writing;
  • Excellent communication and negotiation skills;
  • Demonstrated ability to adapt and be flexible; ready help to start up project will be an asset;
  • 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 Administrator will report to the Finance & Operations Director, with a copy to the Chief of Party. Application Submission: Interested applicants can submit their CVs/Resumes through hr@vietnamtfp.com. The deadline of applications is 3 Jan., 2020 at 6:00 pm Hanoi Time. Only shortlisted candidates will be contacted.

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