Freshwater Projects Admin Officer (WWF Viet Nam)

Position title: Freshwater Projects Admin Officer (WWF-Viet Nam)
Reports to directly: HNK- WfW Project Manager
Dotted line: Inditex- Mekong NBS Project Manager
Supervises: N/A
Location: Ho Chi Minh City, Viet Nam
Date: October 2023

Want to make a positive difference to the future of people and our one shared home - the Earth? Working at WWF could be your opportunity of a lifetime.

All around the world, people are waking up to the deepening crisis of nature loss. A growing realization that nature is our life-support system. And that nobody will be spared from the impacts of its loss. Here at WWF, we are helping to tackle this enormous global challenge.

Our people come from hugely diverse backgrounds and with a variety of expertise, ranging from HR and finance to advocacy and conservation science. We welcome applications from anyone who believes they can help us create a better future for people and wildlife.

What we do

We are an independent conservation organization, striving to sustain the natural world for the benefit of people and wildlife. From individuals and communities to business and government, we are part of a growing coalition calling on world leaders to set nature on the path to recovery by 2030. Together, we seek to protect and restore natural habitats, stop the mass extinction of wildlife, and make the way we produce and consume sustainably.

About WWF-Viet Nam

WWF-Viet Nam was one of the first International non-government organizations working in Viet Nam. In 1985, WWF-Viet Nam began working on a national conservation strategy and since then has worked closely with the Vietnamese Government on a diverse range of environmental issues and implemented field activities across the country. Find out more at http://vietnam.panda.org/. WWF-Viet Nam recognizes that its employees are its most important asset. A competent workforce, thoroughly trained, properly motivated and bound together by mutual trust and common objectives is crucial to the success of WWF-Viet Nam.

We are looking for a committed, result-driven candidate for the position of Freshwater Projects Admin Officer (WWF-Viet Nam), based in Ho Chi Minh city.

Major Functions

Under the “Work for Water: Restoration & Management of Critical Watersheds in Viet Nam” project and “Mekong NBS: Showcasing Nature-Based Solutions that Restore Wetlands and the Natural Processes of the Mekong Delta” project, the Project Admin is responsible for providing daily administrative and communication support to the Project Teams. He/she is also responsible for supporting to produce communication contents for internal and external communications. The project contributes to the wider agenda of WWF Freshwater Practice as such it is expected for the Project Admin to provide support upon need.

Major Duties and Responsibilities

Administration responsibilities for WfW project (65%)

Logistics

Provide support to Project Manager(s) in working with relevant functions to arrange logistics for events and meetings held in project sites, e.g., booking vehicles and accommodation, purchasing tickets and other logistics, etc. for project staff and external contracted service providers if required, preparing paper for government permission.
Financial compliance
Be responsible for the procurement of goods and services upon approval by Budget holder and ensure that the procurement policies and procedures are strictly followed. Work with FA Function to develop inventory of project assets.
Assist FA in receiving and screening of all project invoices, receipts, supporting documents of project activities in charge to ensure accuracy and compliance with current finance and procurement/admin requirements.
Assist Project Managers in services contract management e.g., monitoring liquidation dates vis the ToRs and Action Plans, ensuring clearance of contractual documents and providing support in the eventual extension of the contractual service.
Support project team with the annual internal and external finance and accounting audits, monitoring and evaluation when required.

Project Implementation and Management

Assist in media relations, organizing press conferences and press trips and events; communication activities; outreaching to targeted corporate partners.
Support team in minute- taking for meetings, workshops when assigned.
Ensuring documentations in projects are well formatted according to brand policy, maintain the archiving and uploading of documentation, photos and knowledge products of the project in appropriate platform of the project and for office requirements.
Support team in preparing monthly reports, and work-plan.
Conduct general research for information to support project implementation e.g., quick fact finding on corporates etc.

Administration responsibilities for other projects of Freshwater Practice (35%)

Provide support to staff and consultants with the planning and administering all of the effective communications of compliance with all WWF administration policies and procedures.
Assist with preparation of consultant and service to vendors contract in coordination with WWF Finance team.
Assist with processing of travel logistics and processing of travel claims in coordination with WWF Finance team.
Assist with formatting and processing of technical reports, letter, memos and power point presentations, scanning, photocopying.
Work and liaise with relevant person to arrange logistic support to project workshops and meetings, provide translations/interpretation and taking minutes of meeting when required.
Coordinate and organize logistics for visits by WWF staff, partners & consultant including booking vehicles, and accommodation, purchasing tickets, assisting with visa procedures etc. when required.
Prepare the purchase requisition and maintain office equipment, office supplies (e.g., business cards, scanning and printing for projects);
Maintain an organized filing and documentation system.
Assist FA in receiving and screening of all related vouchers, invoices, receipts, documents to ensure accuracy and compliance with current finance and procurement/admin requirements.
Promote and build good working relationships with all staff, partners and consultants.

Profile

Required Qualifications and Experience

Bachelor's degree (or higher) in English, social sciences, business administration, business management or in relevant fields of natural resources conservation.
At least 3 years of practical experience in areas related to administration, and/or communications, public relations.
Experience working in international organizations and in working or liaison with GO and NGO bodies • Experience in developing administration, finance and accounting systems, policies and procedures is an advantage.
Basic knowledge of website and content management systems, media relations is preferred
A good understanding of current digital communications platforms to promote conservation issues; experience navigating and pushing content out on a variety of social media channels.
Basic knowledge of environmental and conservation issues in Viet Nam is an advantage Knowledge of local finance and accounting system, standards and practices.
Good understanding of normal practices in non-profit organizations
Good knowledge of all office systems

Required Skills and Competencies

Can-do attitude and result-oriented communication mind-set.
Organizing/ planning, time management, negotiation and problem-solving skills; Detail focus, enthusiastic, friendly and careful.
Ability to multi tasks
Networking and interpersonal skills
Fluency in written and spoken English is a must.
News writing, editing, press release writing skills.
Administrative and clerical procedures; Customer service orientation; Fluency in written and spoken English.
Identify and align with the core values of the WWF organization: Courage, Collaboration, Respect & Integrity.
Adheres to WWF’s values, which are: Knowledgeable, Optimistic, Determined and Engaging

Working Relationships

Internal – work in close collaboration with project staff (national and international), finance team, admin team of WWF-Viet Nam, other Country Programmes. Engage with and support other field staff.
External - Interact regularly with suppliers and service providers and with WWF Regional FW as required.

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organisational needs.

How to apply

The detailed JDs are attached. Send us your curriculum vitae & cover letter in English, naming each file: “Fullname - CV/CL”.
Please send your applications to recruitment.vn@wwf.org.vn stating in the subject line: Freshwater Projects Admin Officer - Fullname

The deadline is 25^thOctober 2023.