National Administrative Assistant (ECTAD)

The Representation of the Food and Agriculture Organization of the United Nations (FAO) in Vietnam is looking for National Administrative Assistant for the Emergency Centre for Transboundary Animal Diseases (ECTAD) programme.
  • Position:  National Administrative Assistant
  • Duration: November 2021 – 30 September 2022 (extension will be given based on the consultant performance and fund availability)
  • Duty station: Hanoi, Vietnam

I. Organizational Setting: 

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.   II. Tasks and responsibilities Support daily administration including but not limited to
  • Assist STC and Operations Coordinator in managing the ECTAD office;
  • Manage (including filling) in-coming/out-going correspondence, and reporting to the STC;
  • Draft and translate correspondence, speeches and other documents/updates as required;
  • Maintain ECTAD contact list and events monitoring tables (with participants number);
  • Arrange meetings & logistics support to incoming missions;
  • Book a meeting room and receiving guests for meetings at FAO Vietnam/ECTAD office;
  • Organize workshop/training/meeting;
  • Process Travel Authorization & TEC for duty travels;
  • Make a payment for visa, car expenses, card visit, etc. after receiving request and submit supporting documents to the Operations Assistant for filing.
Assist in processing consultant contracts (Consultants, PSA, NPP, CLC):
  • Upon recruitment initiation by Operations Coordinator, follow up with consultants to collect a full set of FAO required documents for processing labour contracts;
  • Submit all required documents to FAOR office and follow up to get the contract issued;
  • Raise ePPR on the system as soon as all required documents submitted by international consultants and after the contract signed with the national consultants;
  • Prepare Casual Labour Contract after receiving request and required documents;
  • Update the HR monitoring table as soon as there is any change and provide update report to STC and Operations Coordinator on 31 March, 30 June, 30 September and 31 December.
Assist in conducting procurement procedures:
  • Prepare tender offer after LTO clearance including market survey and prepare note for the file for repeated orders;
  • Follow up with suppliers to ensure timely contract signing and goods delivery;
  • Coordinate with suppliers and the Government partners (goods receivers) for goods distribution and VAT exemption;
  • Process payment after receiving all supporting documents
Perform other duties as required III. Requirements Minimum Requirements
  • University degree in a field related to public administration and business;
  • At least five years of relevant experience in administration and office management for development projects/international organizations/NGOs;
  • Woking knowledge of English with excellent writing skills;
  •  Excellent computer skills: knowledge of MS Word, Outlook, Excel, and email/internet software.
  • National of Vietnam
FAO Core Competencies
  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
  • Strong organizational and interpersonal skills;
  • Knowledge of FAO and other UN admin programs is desirable.
  • To apply, visit the recruitment website at Jobs at FAO and complete your online profile.
  • Only applications received through the recruitment portal will be considered
  • Candidates are requested to attach a letter of motivation to the online profile.
  • If you need help, or have queries, please contact:
For more details, please visit this link
Location: Hanoi
Application Deadline: 2021-10-27

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