Project Assistant

Position: Project Assistant (Vietnam National)
Project Title: Vietnam Clean Production and Energy Efficiency Project (GEF CPEE)
Duty station: GEF CPEE Project Office, Hanoi, Vietnam
Expected Start Date: 01 July 2012
Duration: 6 months, with possibility for extension

1. BACKGROUND

Vietnam is one of the fastest-growing economies in Asia, a number of reforms in the central planning economy have led Vietnam to faster economic growth with annual rates of 7-8%. The fast development of robust domestic demand and a strong export performance have underpinned this growth.

In June 2010, the National Assembly of Vietnam passed the Law on Energy Efficiency and Conservation. The Law introduced requirements for energy intensive industrial enterprises, public facilities, and transportation establishments to follow strict requirements on energy efficiency and management. In the industrial sector, the Law requires enterprises to conduct energy audits, perform annual energy consumption planning, adopt specific energy saving measures, regularly reporting on energy usage to government authorities, and assigning energy management officers to be responsible for constructing and contribute to the implementation of action plans. Moreover in Article 9, the law requires that industrial production establishments develop annual plans for energy savings and efficiency; gradually eliminate existing systems using inefficient technologies; and apply norms, standards and technical regulations.

In light of the progress achieved during the first phase of VNEEP, the World Bank and Ministry of Industry and Trade (MOIT) agreed to implement several of the activities of the second phase of the VNEEP as part of the World Bank/GEF Vietnam Clean Production and Energy Efficiency Project (GEF CPEE) which was approved by the World Bank Board of Executive Directors in April 2011. The GEF CPEE project is being implemented by the Energy Efficiency and Conservation Office (EECO) under the Department of Science, Technology and Energy Efficiency (DSTE) in MOIT’s Directorate General of Energy.

The GEF Grant for the CPEE Project is intended to support the government in achieving the energy efficiency targets of the national energy efficiency program through various delivery mechanisms, through the following three components described below.

Component 1: Energy Efficiency Action Plans for Key Industrial Sectors. This component involves a two-stage approach that is composed of the following elements: (a) formulation of energy efficiency strategy and action plan for energy-intensive and high-growth industry sectors, charting the course for setting long-term goals, and outlining specific strategies for achieving industrial energy efficiency; and (b) demonstration of voluntary agreements with pilots in at least five enterprises, including support to government’s introduction of policy incentives and mechanisms, and dissemination of program results for wider stakeholders for scale-up program.

Component 2: Development of Energy Service Providers. This component will focus on expanded capacity building of energy service providers, key market players, and many stakeholders as one mechanism to deliver increased energy savings in the energy efficiency market.

Component 3: Capacity Building for Program Management, and Monitoring and Evaluation. This component will support capacity building of the MOIT staff through provision of expert assistance and training activities in implementation, and monitoring and evaluation (M&E) of various energy efficiency projects, programs, and policies.

To implementation GEF CPEE Project, the MOIT has established a Project Management Unit (PMU) within the DSTE to undertake the day-to-day and overall coordination, supervision, and management
of the project. The PMU will be fully responsible for implementing project sub-components following terms and conditions of the legal agreements, including procurement, financial management, monitoring and evaluation, and project reporting.

To strengthen the capacity of the PMU for this task, MOIT will recruit one Project Assistant (PA). The PA will provide office support and administrative functions to ensure smooth implementation of the
GEF CPEE Project.

2. OBJECTIVE OF THIS ASSIGNMENT

The objective of the assignment is to assist MOIT to successfully implement the GEF CPEE project.

3. SCOPE OF WORK

Office Support functions:
- Perform a wide range of office support and secretarial functions; use standard MS Office products to produce a wide variety of documents and reports; answer phone calls and visitors.
- Draft responses to routine correspondence and provide initial response to other communications, where appropriate, in the absence of supervisor.
- Translation and interpretation as assigned by the Project Director and Project Officer.

Administrative functions:
- Compile and monitor information on project budgets and expenditures;
- Support to management of contracts, monitoring of implementation and intervene as necessary.
- Support to prepare withdrawal applications and replenishment requests
- Provide ongoing logistical and operational support to the project, including organizing transportation, travel (inward and outward visits, including visa, passport, etc..), translators and meeting schedules;
- Organize regular GEF CPEE project team meetings and provide required secretarial and administrative support;
- Monitor and manage time schedule of PMU personnel; prepare monthly time sheet and submit to the competent authority as set forth. Manage the mechanism of paid-leave by PMU officers; receiving and filing application for paid-leave.
- Implement tasks related to information announcement, advertising on mass media according to the contents approved by the PMU Director.
- Support to photocopy, print and prepare materials related to the operation of Project as requested by PMU.
- Manage, monitor and report on the usage of stationery, tools and equipment, etc of PMU (including the implementation of stationery procurement; management, monitoring, controlling of stationery usage, etc).
- Monitor, supervise the performance of the cleaner for the Project office.
- Other assignments required by the PMU.

4. SCHEDULE

This assignment will start from July 1, 2012 and ending no late than June 30, 2016.

5. TYPE OF CONTRACT

Time-based contract, with initial duration of six months; with the option of extension until project closing upon confirmation of satisfactory performance by MOIT.

Payment Schedule

Remuneration will be agreed with PMU and subject to approval by MOIT. The contract is financed under the GEF grant for the CPEE project. The following payment schedule will apply: Monthly payments, to be paid at the end of each month. The Project Assistant will complete a standard time sheet, which needs to be submitted to the PMB on a monthly basis.

6. REQUIRED QUALIFICATIONS AND EXPERIENCE:

Qualifications
- Undergraduate degree preferred but not required; specialized clerical/secretarial courses desirable.
- Proficiency in MS Word, Excel, Power Point and web browsers;
- Excellent organizational, administrative and communication skills;
- Ability to meet tight deadlines with accuracy and reliability;
- Flexible working attitude and good team spirit;
- Excellent knowledge of spoken and written English for daily contact and dialogue with the foreign experts, across the World Bank and with stakeholders;

Experience
- Minimum 4 years of progressively responsible experience in administrative and office support functions in an Energy project;
- Experience in World Bank-related projects and knowledge of World Bank administrative system an advantage;
- Experience with organizing events involving international participants (i.e., workshops, meetings, etc) an additional advantage.

Interested, qualified candidates are invited to send their the most updated CV in English, including copies of relevant certificates and references, either by email or by post, to the following address before 9h00, June 22, 2012:

Ministry of Industry and Trade
General Directorate of Energy
Department of Science, Technology and Energy Efficiency
Attn: Vietnam Clean Production and Energy Efficiency Project
54 Hai Ba Trung Street, Hoan Kiem District
Hanoi - Vietnam
Email: [email protected] or [email protected]

Note: Please state “Application for position of Project Assistant for the GEF CPEE project” on the envelope or in the subject line. Only short-listed candidates will be contacted within 1 week after the deadline. Tel contact is not encouraged.