Administrative Assistant

About the organization
The Flemish Association for Development Cooperation and Technical Assistance, Belgium (VVOB) is implementing a participatory (agricultural) extension programme for the period 2008-2012 in Vietnam. The Agriculture programme aims to strengthen methodological extension skills, in particular participatory extension skills, of stakeholders involved in agricultural extension, to contribute to a better performing extension system in 5 provinces of Southern Vietnam (Binh Phuoc, Ba Ria- Vung Tau, An Giang, Hau Giang, and Soc Trang).
This programme is implemented in collaboration with the Mekong Delta development research Institute (MDI – Can Tho University – Can Tho) and the institute of agricultural Science for South Vietnam (IAS – HCMC).
Partners for the implementation are the Department of Agriculture and Rural Development, Agricultural (and fishery) extension centre, Women’s Union, and Farmers’ Association in the 5 provinces.
The Administrative Assistant will support the VVOB agriculture extension programme in Vietnam, by being responsible for the secretariat, administration and related communication. The assistant will also give secretarial and administrative support to the overall programme.

Tasks:
- Ensure required documentation (administrative and financial) is collected and submitted timely and in good order to the Coordinator
- Assisting the Coordinator in contacting VVOB partners, collecting information, follow-up by telephone or correspondence.
- Assisting with translation
- Writing general office correspondence, letters and e-mail.
- Keeping office files and documentation up to date and in order.
- Being the focal point in procurement processes
- Supporting the accountant: following up of funds application files from the different programme components
- Make petty cash payments and keep records and reconciliations, accordingly.
- Assisting with expenditure analysis and documentation for partners
- Giving logistical support for in-country and international missions
- Arranging for delivery & collection of mail and documents.
- Communicating internally with the programme team on administrative and general office matters.
- Assisting with the personnel administration.

Requirements:
- Diploma in Secretarial Studies / Business Management and a minimum of three (3) years (36 months) relevant work experience
- Knowledge in agricultural extension can be an advantage
- Proficiency in computer applications: MS Office: good command of Word and Excel is required; knowledge of Access and Power Point is an advantage.
- Experience with other internet and software applications (e.g. skype, picture management) is an advantage.
- Basic knowledge of bookkeeping.
- Good written and oral command of English.
- Experience in (international) NGO sector is an advantage.

Duty station
This full time position will be located in Can Tho city. Ad-hoc working trips to the 5 provinces are part of the assignment as well as to the programme offices (Can Tho / HCMC).

Remuneration and benefits
Salary and package according to EU-UN cost norms 2009 (including social and health benefits)

Starting date
As soon as possible.

Duration
Up to 31/12/2012

Application
Candidates for the position are requested to submit letters of application and CV in English by 28 January 2011: email to [email protected] and [email protected].

Only short-listed candidates will be contacted for interviews. Selection interviews are scheduled for first week of February 2011.