National Administrative Assistant

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FAO - Food and Agriculture Organization of the United Nations

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Application deadline 2 years ago: Friday 9 Jul 2021 at 21:59 UTC

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Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations. With presently 194 member states, FAO works in more than 130 countries worldwide, including Vietnam where the Organization has operated since 1978. The current Country Programming Framework (CPF) for the period of 2017‑2021 has four priority areas: (1) Increased food security with focus on alleviation of hunger, malnutrition and food safety concerns; (2) Sustainable development of the agriculture sectors, contributing to the national Green Growth and other strategies on improved natural resources management and environment protection; (3) New Rural Development and Sustainable Poverty Reduction; and (4) Enhancing resilience of communities to disasters and threats. The incumbent’s tasks will largely fall under the second priority area.

Reporting Lines

  • Overall supervision: Rana Flowers, FAO Representative a.i in Viet Nam.
  • Direct supervision: Trinh Duy Hung, Assistant FAO Representative (Administration).

Technical Focus

Administrative supports to the FAO Representation in Vietnam.

Tasks and responsibilities

  • Assist to prepare document for procurement of equipment for Office and project such as bidding document and raise purchase orders and receipts related to procurement including service contracts, LOA for office and projects.
  • timely arrange visas, residential permits, identity cards for international staff, experts and consultants; arrange extension of these papers when required; act as alternate for the Finance Assistant in preparation of disbursement vouchers when required;
  • Arrange booking air-tickets for travelers of office and project staff, experts, consultants, government personnel who are traveling on FAO mission, including making travel and hotel reservations travelers as well as hotel arrangement for FAO project workshop / seminars and raise POs for tickets purchased according to FAO financial rules and regulaton;
  • Make arrangements for shipment and receipt of office and project supplies and equipment, vehicles and household effects, including customs clearance;
  • 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 and having a minimum of 03 year experience in administrative and office support work.

-National of Vietnam or resident in the country with a regular work permit.

-Good English and Vietnamese - spoken and in writing;

FAO Core Competencies

-Results Focus

-Teamwork

-Communication

-Building Effective Relationships

-Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

-Good interpersonal skills;

-Ability to work effectively under pressure; and

-Good computer literacy.

Added 2 years ago - Updated 2 years ago - Source: fao.org