Essential Job Responsibilities The USAID-funded TASC3 Avian Influenza Vietnam project aims to strengthen Vietnam’s public and private capacities to prevent, rapidly detect, and respond to avian and pandemic influenza (API) and other zoonotic threats; and to begin preparing for a possible human influenza pandemic. The Secretary, supervised by the Deputy Director for Administrative and Finance provide Secretary service to Project Director and other tasks for office in Hanoi.
Responsibilities include the following:
- Provide a full range of professional secretarial support to the Project Director
- Provide interpretation/translation services as required.
- Handling all Business Travel request and Expenses Claims for Project Director Help prepare payment voucher; collect and review invoices and supporting documents
- Managing working calendar, organizing meetings, responding to meeting requests and diary management for Project Director
- Act as phone operator and welcome guests to the office
- Make photocopy of ROV, supporting documents and filling
- Liaise with the local bank for day to day transactions
- Handle petty cash
- Assist DDFA in fulfilling required documents regarding administrative and financial reporting procedures.
- Manage office correspondence and communication (post mail, email, internet).
- Provide logistic support for meeting/workshops together with Provincial Project Manager (PM)
- Manage travel authorization and domestic/ international travel arrangements (including car) for staff and consultants and process required travel authorizations when it is needed
- General filing and archive management
- Keep track of office supplies and stationary and prepare purchases
- Help track staff leave records
- Assist in project close out (expected before year end, unless project is extended)
- Assist DDFA in Management Information System (MIS)
- Other tasks assigned by the supervisors.
Skills/Knowledge Required:
- Completion of University
- At least 5 year of relevant work experience in administrative support.
- Experience on other international development projects, especially USAID-funded projects, is highly desirable.
- Fluency in both written and spoken English required.
- A good command of financial and other computer applications such as MS Word, Excel, Quicken, and Access, as well as a working knowledge of the internet and email.
Please submit a letter of interest and a recent Curriculum Vitae by email to the following address: [email protected] and [email protected]. Email submission is preferred.
Deadline for submission: December 28, 2012.