Provincial Admin Assistant (ECODIT)

SCOPE OF WORKS

Project: USAID Green Annamites
Office: ECODIT, 5 th Green Plaza, Da Nang, Vietnam
Position: Provincial Admin Assistant _ 7 months
Work area: Thua Thien Hue, Vietnam
Starting date: November 2019
Probation period: 2 months

BACKGROUND AND SUMMARY:

ECODIT is implementing the USAID-funded Green Annamites activity in Thua Thien Hue province in central Vietnam. The purpose of the Green Annamites activity is to assist Vietnam’s transition to climate-smart, low emission, and resilient development that protects people, landscapes, and biodiversity in Vietnam’s priority forested provinces. The project includes three main tasks:

Increase application of low emission land-use;
Strengthen biodiversity conservation; and
Increase resilience for vulnerable communities.

Under the USAID Green Annamites project, ECODIT is seeking to hire an Administration Assistant for provincial office serves as the support staff for the Provincial Coordinator.

The duration is 7 months from November 2019 to May 2020.

The position is based in Hue City (Thua Thien Hue), Vietnam, with required travels to field locations when needed. Under the supervision of the Provincial Coordinator (the “PC”) and oversight of the Director of Finance and Administration (“DFA”), the Administration Assistant will work in close collaboration with the Project Accountant, Administration Officers, and other project staff and partners if required.

DUTIES & RESPONSIBILITIES:

The Administration Assistant will be required to perform daily administrative tasks to support for the operation of the assigned provincial office, include but not limited to the followings:

Be responsible for recurring office procurements such as stationary and office supplies.
Assist in administration of day-to- day functions of the project coordination office in Thua Thien Hue province;
Assist on VAT claiming process when requested;
Assist in preparing and submission of advances and expense reports of technical staff based at the provincial offices;
Coordinate with the Administration Officers in Danang to provide logistic arrangements for trainings, workshops, meetings and other events;
Support to arrange the payments of the direct implemented activities when requested;
Maintain filing system for project documents, guidelines, office letters, training materials, including copied expense reports and receipts;
Assist in collecting and providing inputs for planning and preparing quarterly and annual reports;
Undertake translation work if needed;
Support to contact local authorities and communicate team travel plans to field sites when required;
Comply with the Project’s policies, guidelines and hierarchy as required;
Other duties as required by the direct supervisor.