Call for an Administration and logistic officer
TERMS OF REFERENCE
Agrisud International
For 30 years, Agrisud International, a non-profit association under French law, has been supporting the most vulnerable populations to rise from a state of precariousness to economic and social autonomy.
Agrisud International promotes economic growth through the creation of very small family businesses, especially in the agricultural sector. These businesses are viable and sustainable, because they are economic and agro-ecological, because they are well anchored in the local market, and because the entrepreneur was able to be accompanied throughout a professionalization process.
Agrisud pursues its objective in developing countries.
IDEAS project in Vietnam
The Hoang Lien National Park (HLNP) is made up of five communes populated mainly by Hmong, Day and Dao ethnic minorities living from agriculture, forestry and traditional handicrafts. To date, farming families face many challenges in agriculture and poverty rates remain high.
The main causes of poverty are: the lack of agricultural land due to the increase in demography and the classification of the territory as a protected natural park (since 2002) leading to the prohibition of opening new fields of cultivation; vulnerability of crops and livestock to climate extreme events; low diversification of income-generating activities and heavy reliance on cardamom cultivation.
In this context, the IDEAS project (Income Development for Ethnic Minorities Based on Agriculture Sustainability) supports families from ethnic minorities living in the park and its periphery, with the objectives of improving and diversifying agricultural activities for food security and sustainable income generation, and on the other, poverty reduction to reduce the pressure on natural resources and help preserve the local biodiversity of the HLNP.
General objective: To support the technical and economic development of agricultural systems in PNHL territory by contributing to the preservation of natural resources.
Specific objective: To promote sustainable agricultural systems for families of ethnic minority groups living in and on the periphery of the PNHL through the improvement and diversification of agro-ecological production, the development of fair value-chains supported by the cooperative and the implementation of awareness-raising actions for sustainable and inclusive development.
Expected outcomes:
- Continue the technical strengthening and professionalization of farms and their groups.
- Develop an offer of agricultural services for farms through the Hoang Lien Cooperative, master farmers and agricultural groups.
- Strengthen the capacity of local actors, particularly women, to become involved in the implementation of coordinated actions in support of sustainable and inclusive agricultural development.
Roles and responsibilities of the Administration & Logistic officer
The Administration & Logistic officer’s primary role is to ensure the efficient operation of IDEAS project’s office, working under the direct hierarchy of the project coordinator. The role is broken down to 3 specific tasks: ensure the effective administration procedure of the project, take charge of the project logistic and support the operation of activities disbursement.
The Administration & Logistic officer will have the following responsibilities:
Administration:
- Perform the administrative tasks on daily basis to ensure a smooth office operation;
- Disseminate the project administration guideline to the staff and make proposition for adjustment when necessary;
- Assist for the organization of meetings, seminars, events, workshops (prepare invitations, facilities, consumables, etc);
- Organize work agenda, travel, accommodation and take good care of national and international employees, experts and visitors (bookings and reservations, plan the visit or work in advance, support the administration and authorization for project guests, etc);
- Take charge of team meeting minutes, steering meetings, meetings with partners;
- Prepare project’s administration folders and keeping tracks of all incoming and outcoming documents;
- Prepare the correspondences/ letters/ reports (both in English and Vietnamese) to relevant authorities, donors, partners and other stakeholders as required.
Logistic:
- Monitor project equipment uses (assigning motorbikes and other project equipments, safety & security, vehicle insurance, maintenance, log sheet and etc).
- Take charge of procurement process for the office
- Oversee office equipment and inventory tracking of all office supplies to ensure that they are adequately stocked and properly maintained (office supplies, stationary, etc).
- Calculate and submits table of monthly staff salary, insurance, per diems, payslips to project coordinator for approval.
- Send payslips to project members and verifies the information for finalization
- Pay staff monthly salaries, insurances, tax, per diems.
- Support project coordinator prepare work contract, amendment, contract termination and other HR-related official documents
- Monitor days-off and holidays tracking of project members
- Take charge of the creation of a friendly and hygienic office environment adaptive to the harsh weather conditions of Sa Pa, particularly during winter period.
Support the operation of activities disbursement
- Ensure that incoming purchase requests are completed correctly and compliant with the Vietnam Tax Codes.
- Pro-active follow up & monitori all pending orders and provide regular status update, especially flag any issues, potential delay to the coordinator.
- Update regularly and manage the supplier’s database.
- Purchase supplies and equipment according to received and approved requests. Assist project staff in purchasing project materials and supplies as required.
- Report in a timely manner on damage and loss of goods and write all incident reports.
- Follow-up cash expenditures; administer and review the advance and settlement to ensure the compliance and accuracy; manage cash books (book-keeping), petty cash and prepare end of month accountability bills for the project coordinator; implement good accounting practices and financial controls.
- Ensure that sufficient fund for payment availability in the cash box and maintain good relationship with partners and suppliers.
- Support the coordinator in preparing documents for internal as well as external auditors. Ensure all financial documents are reviewed and filed properly and clarify any issues identified.
Qualifications
Minimum Bachelor degree in Finance, Accounting, Business Administration or related disciplines preferred
Experience and Skills
- Minimum three years of work experience in accounting and office administration in private or international organizations (Work experience in iNGO/local NGO environment is a plus);
- Good English language communication skills (both oral and written);
- Expertise using Microsoft office, including Word, Excel and Powerpoint, and internet applications;
- Multi-task and prioritize effectively, attention to apply guidance from the coordination team;
- Self-directed, reliable, accountable, professional, effective coordination and delegation, good in communication;
- Honest, approachable, flexible, with high team spirit.
Contractual conditions
- Local contract for a Vietnamese national
- Fixed contract of 1 year, with possibility of renewal
- Net monthly salary according to experience and salary grid of Agrisud
- Position based in the project office in Sa Pa, Lao Cai Province, Vietnam.
Work base:
- Office : Hoang Lien National Park, No. 89 - Group 11b - Nguyen Chi Thanh Road – Phan Si Pang Ward - Sa Pa Town - Lao Cai Province
- Field work: in Hoang Lien National Park area, under the arrangement of IDEAS Project.
Application Information
Interested candidates can submit a full application with a cover letter and an up-to-date CV, in English, including contact details of minimum two professional referees (current and last line managers and HR department) by email to Agrisud Vietnam, at [email protected]
Please also include details of salary expectations and a copy of latest diploma. Applications must be complete and marked "Recruitment of the Administration and logistic officer - IDEAS Project – Agrisud Vietnam" as the subject of the e-mail. Only full applications will be reviewed.
Closing date for applications: February 15th, 2023. Only shortlisted candidates for interviews will be contacted.
Timetable for interviews and selection: The interviews will be organised from the 15th of February 2023 (options of interview will be discussed with shortlisted candidates). Final selected candidates will be informed shortly after.
Start of the contract: As soon as possible