Executive Assistant “Environment, Climate Change and Agriculture Cluster” (GIZ)

As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. We work in a variety of fields and support our cooperation partners in designing strategies and meeting their policy goals. GIZ Viet Nam is currently engaged in three priority areas: 1) Vocational training; 2) Environmental policy and sustainable natural resource use;3)Energy. Gender equality is one of the key values of our company and of the work we do. Fostering gender equality in our project operation and our internal equal opportunity provisions are two strategic pillars of our corporate identity and policy.

Projects that work on topics such as climate policy, agriculture, coastal protection, water, biodiversity, and forest or that generally fall under GIZ Viet Nam’s second priority area “environmental policy and sustainable natural resource use” are currently allocated to the Climate, Environment and Agriculture Cluster. The Cluster is a higher-level structure that ensures the management of the Cluster portfolio and the strategic alignment of Cluster projects, engages with commissioning parties, GIZ Viet Nam country office and Vietnamese partner organizations on different topics, facilitates exchange and knowledge management within the Cluster, among others. The Cluster is led by the Cluster Coordinator who is supported by several staff members dedicated specifically to the Cluster.

The Environment, Climate Change and Agriculture Cluster is looking for a local qualified candidate to fill the following position:

Executive Assistant “Environment, Climate Change and Agriculture Cluster” Duty station: Hanoi Duration: Starting ASAP for 2years contract

Main responsibilities and tasks:

Secretariat works and services such as organizing schedule and appointments for the Cluster Coordinator, preparation of appointments and meetings, management of correspondence, preparation of business travel, file management, and others;
Office management and coordination such as support to the office structure of the Cluster, ensuring flow of information within the Cluster and the with the Country Office of GIZ Viet Nam, managing information requests, visitor management, and others;
Administration such as maintaining a filing system for the Cluster Coordinator and Cluster Management Team, maintains and updates the filing system for incoming and outgoing letters, e-mails on a daily basis, and others;
Data Protection such as working closely with GIZ Country Office and GIZ head quarter to be updated with GIZ’s most recent requirements/ set up, keeping up to date with Vietnam’s provisions on data protection, ensuring that all staff in the Green Cluster is up to date with regulations, requirements and templates (e.g. admin, PR + Coms, advisors), conducting updating sessions and give advice to Green Cluster projects;
Support the Green Cluster where needed, for example assisting international staff members, in close collaboration with projects and country office in acquiring visas, work permits, drivers licences etc., assisting Green Cluster team members in administrative tasks (e.g. procuring flight tickets, undertaking hotel bookings, local and international travel, etc.), supporting the Admin Team of the Green Cluster in the preparation of GIZ internal control exercises, assisting in procurement of materials and equipment required by the CC team.
Perform other duties and tasks at the request of management.

Minimum requirements:

A University Degree or equivalent in a relevant discipline such as business administration or public administration
At least 5 years of professional working experience in the area concerned; experience in a similar position in a project/ programme in international development cooperation is an asset
Strong experience in general administration and especially office management and logistics
Proficiency in visa process is an asset
Full proficiency in information technologies and Microsoft applications
Vietnamese mother tongue and full proficiency in English both spoken and writing; good knowledge of German is an asset
Excellent management, communication and interpersonal skills
Dynamic, reliable and open-minded character having the willingness to excel and perform on a high-level, even under pressure and tight deadlines
High sense of responsibility and ability to keep information confidential.
Willingness to travel nationally

GIZ is committed to create an appreciative work environment, irrespective of age, ethnic background and nationality, gender and gender identity, physical and mental abilities, religion and worldview, sexual orientation and social background. We ensure human resource processes live up to the diverse competencies and talents of all employees, as well as satisfy our performance expectations.

Successful candidates will enjoy good working conditions, competitive benefits and compensation and good policies of training and development.

Interested qualified candidates are invited to send the GIZ Application Form in English, copies of relevant certificates and references, either by email (to hr-giz@giz.de) or by post (to GIZ Office Hanoi, 6th Floor Hanoi Towers, 49 Hai Ba Trung Street, Hanoi, Vietnam) before 15th April 2023.

Note: Please state “Application for the position of Executive Assistant_Environment, Climate Change and Agriculture Cluster ” in the subject line or on the envelope. The short-listed candidates will be contacted within 4 weeks after the deadline. Telephone contact is not encouraged.

Please visit our page GIZ Viet Nam – Career Opportunities at https://www.giz.de/en/worldwide/109163.html to download the GIZ Application Form.

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