Administrative Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide and has started working in Viet Nam since 1978 with its Representation (Country Office) opened in Ha Noi.

FAO Vietnam is looking for a qualified Administrative Assistant to provide the support for the administration aspects of the office and projects following the detailed tasks and responsibilities as below.

Reporting Lines

The incumbent reports to the Assistant FAO Representative (Administration).

Technical Focus

• Operations • Procurement • Administration • Finance, HR

Tasks and responsibilities

Under the overall supervision by the FAO Representative and direct supervision of the AFAOR (Administration), FAO Viet Nam, the incumbent will perform a range of tasks in support of FAO’s programs, projects and activities:

• Assist to prepare documents for procurement of equipment for Office and project such as bidding documents and raise purchase orders and receipts related to procurement including service contracts, LOA for office and projects. • Act as Protocol focal point to liaise with Common Back Office regarding the requests for visas, residential permits, identity cards for international staff, experts and consultants; arrange extension of these papers when required; make arrangements for shipment and receipt of office and project supplies and equipment, vehicles and household effects; • Act as alternate for the Finance Assistant in preparation of disbursement vouchers when required; • Support travel for office and project staff, experts, consultants, government personnel who are traveling on FAO mission when required, including raising TA, booking air tickets, and raising POs for tickets purchased according to FAO financial rules and regulations; • Provide logistic support for the organization of office’s or projects’ events when required; • Maintain and update inventory records of office equipment and supplies, as well as project non-expendable equipment. ensure regular check of log-book for office vehicles; • In coordination with the Office Assistant, properly maintain the administrative filing system according to FAO regulations; • Prepare documentation for quarterly claiming value added tax recovery (VAT) for the Representation Office and FAO Representative; • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree related to Administration or equivalent certified qualifications; • At least one year relevant experience in UN/donor-funded projects and/or international organizations; • Working knowledge (Level C) of English and Vietnamese

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Relevant software skills, including Microsoft Word, PowerPoint, Excel, Outlook etc; • Knowledge and experience in general office practices and administrative procedures, including UN/FAO rules and regulations. • Work experience with UN system, FAO in particular, is an advantage • Ability to work in independently and in a team and be open for learning; and, • Translation/interpretation experience would be an advantage.