Freelance Consultant in the Area of Administration and Operation

Terms of Reference for freelance consultant* in the area of Administration and Operation

The consultant reports to: Country Coordinator

1.   Background and rationale

The CBM Country Coordination Office Hanoi in Vietnam is looking for a consultant to support the Country Office in the Administrative/Operation tasks and legal requirement supports for the country office under its agenda and plan in 2022 and early 2023.

2.   Purpose/ overall objective

The consultancy is to keep the operation and legal process of our office in Hanoi, Vietnam smoothly and appropriately to laws and requirements of Vietnam and of the international head office and to provide a correct phase-out from October - December 2022 and possibly up to February 2023.

3.   Expected results and specific objectives

All necessary communication and contract liquidation, as well as all matters about Administration and Logistics is performed by the Administration Consultant.

4.   Deliverables, methodology, timeframe and duration

• Take care of the office service contracts in facilitating staff’s requests, monitoring contractors and liquidating the contracts by end of 2022 for IT Outsourcing service, Grab Transportation, office equipment maintenance and supply services etc. (10 days)
• Handle all matters regarding the office rental contract, especially the liquidation of contract and the rental physical facilities, property donation and clearance. (5 days)
• De-register from all entities by working with responsible government offices and Trade Union by identifying; preparing documents to submit, submitting and following-up all legal procedures and requirements etc.  (14 days)  
• Supporting the closing the bank account and the audit (2 days)
• Prepare CBM Reports to governments for the Country Coordinator (2 days)
• Finalize of social books of the country’s staff for the Government Social Insurance (5 days)
• Support the Farewell Event, possibly in late October, early November (10 days)
• Support in impact evaluation for 4 IDRR projects (4 days) and Hue Project Evaluations (4 days)
• Provide logistic supports for visitors (visa application, travel, accommodation etc. (10 days)
• Handle Ad hoc and and other logistic issues (4 days)

Total duration is 70 days. The tasks would start from October 2022 and lasts until the De-registration process is completed, which may also be later than February 2023.

Deliverables are based on successful completion of tasks required.

5.   Place /location of service delivered

CBM Country Coordination Office Hanoi, Vietnam.

6.   Required Expert Profile:

• University degree in related fields of administration and law.  
• Minimum five (3) years work experience in office and project administration position in international NGOs.
• Good knowledge and experience in general administration, office management and programme monitoring
• Experience in HR and legal procedures for INGO is preferable. Substantial skills in organising and communicating.  
• Good computer skills and ability to adapt to IT applications, manage office IT system
• High level of work organisation and planning skills
• Ability to work independently with minimum supervision.
• Good command of written and spoken English and Vietnamese
• Flexible, resourceful, and actively responds to different circumstances
• Can handle assigned tasks enthusiastically with a willingness to learn
• Able to work harmoniously as member of the team

7.   How to apply

Please apply via e-mail to [email protected] by sending a letter of motivation, CV, relevant (work) references COB 11 September 2022. Only selected candidates are contacted for interview.

We would like to further promote diversity in our teams and therefore welcome applications from people of different ethnic and social backgrounds, religions and world views, different ages and genders, and especially from people with disabilities.

* Suitability is decisive, gender is irrelevant