Administration Assistant (2 positions)

Job Description

Project: Green Annamites Project

Position: 2 Administration Assistant for Project Provincial Offices

Duty station: Quang Nam and Thua Thien Hue

Start date: May 2018

BACKGROUND AND SUMMARY

ECODIT is implementing the USAID-funded Green Annamites activity in Quang Nam and Thua Thien Hue provinces 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’s overall period of performance is September 26, 2016 to December 16, 2020, subject to the availability of funding, and includes three main tasks:

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

Under the USAID Green Annamites project, ECODIT is seeking to hire each Administration Assistant for 2 provincial offices serves as the support staff for the Provincial Coordinator (DFA).

The positions are based in Tam Ky City (Quang Nam) and 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 Quang Nam 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;
• Other duties as required by the direct supervisor.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration or other relevant fields.
• At least 2 years working experience in Accounting or Administration Sector.
• Working experienced for development project is a preference.
• Proficiency in Excel and Microsoft Office products
• Languages: good command of written and verbal English and Vietnamese
• Works well under pressure.
• Strong analytical and problem solving skills.
• Team player and have ability to work independently

HOW TO APPLY

Interested candidates should send application including:

• A cover letter
• Latest CV, and
• Three references.

By April 15th , 2018 to the following address: [email protected]

No phone contact please. Only shortlisted candidates will be contacted for interview.