Programme and Administrative Assistant

1 Background

Coffey International Development (hereafter Coffey) has been contracted by the UK Department for International Development (DFID) in Vietnam to conduct a wide range of anti-corruption initiatives in conjunction with government institutions, domestic research institutions, mass media and other international donors from 2013 to late 2015.  Overall, the objective of this effort is to bring active and aware stakeholders to work together with the Government of Vietnam to better tackle corruption.  In particular, Coffey is:

- Designing and managing a grant programme for innovative and high quality research in the field of anti-corruption
- Managing support to media involvement in anti-corruption and targeted capacity building
- Provide technical and logistical support to the Anti-Corruption Dialogues, a high profile annual event co-organised with the Government Inspectorate
- Providing capacity building to government anti-corruption institutions and other stakeholders through training and technical assistance
- Conducting work with relevant stakeholders (government agencies, civil society  or research institutes) to support and implement transparency initiatives in the extractive and construction sectors, and
- Providing support to DFID to monitor the implementation of the anti-corruption initiatives

2. Job description

To meet the demands of a growing amount of work, Coffey is hiring a permanent part-time programme and administrative assistant to help with the swift implementation of the programme (there is a possibility for the position to become full-time). Under the supervision of the Grants and Finance Manager, the assistant will be part of a team of two full-time staff, and will take ownership for a range of administrative and logistical tasks. This includes:

Programme Support:

- Assist Team Leader (TL) and the Grants, Finance and Administration Manager (GFM)  in preparing and maintaining project-related documentation.
- Prepare clippings and quick review/summary of the Vietnamese press on the Anti-Corruption subject
- Provide interpretation and translation for Team Leader (TL) as required.
- Provide occasional technical assistance (research support).

Administrative Support:

- Arrange logistics for meetings, workshops, roundtables, and trips (hotel, flights, etc)
- Ensure office equipment (telephone, printer, etc) are in good working order
- Ensure office supplies and stationery adequately supplied
- Maintain and up-date office inventory list
- Provide administrative support to office visitors and consultants as required
- Provide other administrative support to Team Leader (TL) and Grants & Finance Manager (GFM)  as required

General Accounting

- Prepare expense reports for GFM’s review and TL’s approval
- Prepare payment vouchers and ANZ telegraphic  transfer applications for GFM’s review and TL’s approval; deliver and collect banking correspondence and documentation to the bank.
- Prepare purchase applications and supporting documents, including 3 quotations as required by Operations Manual

3. Experience and qualification

- Bachelor’s Degree
- 2 to 3 year(s) experience with programme and administration support, demonstrated through previous work experience
- Experience translating/interpreting (Vietnamese-English and English-Vietnamese)
- Proficient use of English.
- Experience working on Governance in Vietnam (desired)

4. Work arrangement and deadline

The assistant will work part-time -- timing is flexible, but could include mornings (8.00-12.00), afternoons (13.00-17.00), or a combination of both.

Applicants should send a one-page application letter and CV to [email protected] by 26 June, 2013. Interviews will be held week commencing 8 July, with the position to start soon thereafter.