Admin Officer

Chemonics International is immediately seeking qualified Vietnamese national candidates for the U.S. Agency for International Development (USAID) Governance for Inclusive Growth assistance program in Vietnam. We are seeking Admin Officer candidates to support the Government of Vietnam’s efforts to facilitate broad-based, sustainable growth.

INDICATIVE RESPONSIBILITIES OF THE POSITION

• Respond in a timely manner to procurement requests as approved by the senior staff.
• Work directly with local or regional vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services.
• Make efforts where possible to streamline the procurement process through establishing appropriate agreements with vendors.
• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions.
• Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file.
• Assist with the project’s commodity management tracking system for grantees and to provide accurate information to Office Manager for office inventory.
• Assist in developing procurement related approval documentation for submission to USAID.
• Provide procurement status reports and inventory summaries as requested by project staff.
• Assist with providing training to project staff in procurement policies and procedures.
• Undertake other duties as assigned by supervisor.
• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions.
• Ensure proper filling of all procurement documents for easy access and retrieval of information.
• Manage the procurement databank, including the Vendor Roster, vendor contacts, purchase order tracking logs, price lists, etc.
• Manage the grants inventory tracker to ensure that all purchased assets are recorded and tracked according to Chemonics’ procedures and policies.
• Assist the Office Manager with administrative matters as tasked.
• Assist the Office Manager with office and program related documentation, file keeping, and document storage.
• Assist with other program-related tasks as delegated by supervisor

PLACES OF WORK

Main place of work will be Hanoi, Vietnam. Travel inside the country is expected as required by program activities.

QUALIFICATIONS AND KEY COMPETENCIES

The Administrative Officer should have:

• At least two years of relevant experience is required.
• In depth knowledge of and experience with proper procurement protocols
• Ability to work in a professional and cordial manner with fellow staff members, visitors, partner institutions including international and local NGOs, governmental entities, support organizations, and the general public.
• Ability to work independently with minimal supervision, to prioritize multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good, professional judgment that reflects positively on the image and communicates the established program message of the program.
• Ability to effectively use computer software including word processing and basic spreadsheet applications.

EXPERIENCE AND EDUCATION

• Education Requirements: Bachelor’s degree in a relevant field required.
• Language Skills: Fluent written and spoken English required. Knowledge of Vietnamese is desired.

APPLICATION INSTRUCTION

Please submit and expression of interest and CV only to [email protected] no later than August 25, 2014. Other supporting documents are not required until the final round of interview. Please include the position of interest in the subject line email following this format Application - Name of position – Your full name. Only short-listed candidates will be contacted. No telephone inquiries please.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors. We encourage you to go to our website at www.chemonics.com to complete the equal employment opportunity self-identification form and submit it separately to [email protected] with “Vietnam GIG” in the title. You may choose not to self-disclose.