Secretary – Admin Officer

USAID Saving Species - Secretary – Admin Officer
(to support PMU, CITES MA in implementation of the USAID Saving Species (USS) Project)

JOB SUMMARY:

Based in the Project Management Unit and reporting through the Project Coordinator to the USS Chief Of Party, the Secretary – Admin will provide administrative, operational & logistic support to contribute to the effective functioning of the PMU and CITES MA in implementation of the USS project.

MAIN TASKS & RESPONSIBILITIES:

• Book flights, accommodation and transportation, and arrange administrative procedures for the CITES MA USS project-related staff and visitors;
• Conduct the USS project-related inventory count annually; Ensure that equipment/furniture are in full working conditions at all times;
• Monitor and purchase office supplies and stationeries to ensure that sufficient stocks are available and supplied timely to the PMU and CITES MA USS project-related staff;
• Assist with procurement process of goods/services for workshops, trainings and meetings of the USS project;
• Assist with logistic arrangements for workshops, trainings and meetings of the PMU’s and CITES MA members;
• Keep track of and distribute in-coming and out-going documents of the PMU’s office; 
• Answer telephone calls of the PMU’s office;
• Assist in photocopying, scanning and sending fax messages of the PMU’s office;
• Assist in preparation of documents and filling system of the PMU’s office;
• Provide interpretation and translation in English and Vietnamese for the PMU’s office;
• Provide support to the Financial Specialist in accounting and finance work of the USS project;
• Other tasks relevant to the position and in support of USS project objectives as assigned by the Project Coordinator and agreed to by the USS COP.

SELECTION CRITERIA AND QUALIFICATIONS:

• Bachelor’s Degree, English or other related fields;
• Good knowledge of administration. At least two years of experience working in administration, preferably for a government agencies/ international development projects/ relevant IGOs, NGOs;
• Excellent English and Vietnamese, both verbally and in writing; - Flexible, ability to work quickly and accurately under pressure or stressful conditions;
• Good communication and interpersonal skills; 
• Due diligence, attention to details; 
• Well organized and respectful of deadlines;
• Ability to work independently and in a team;
• Computer literate and effective abilities in Word, Excel and PowerPoint.

APPLICATION SHOULD INCLUDE:

• A resume/curriculum vitae (no more than three pages) summarizing qualifications and experience;
• An application letter (no more than two pages);
• Three work referees and contact details.

Application should be sent to: [email protected] before:7 June 2018

Only shortlisted applicants will be notified for an interview.