National Administrative Assistant

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Description

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• Assist STC and OC in managing the ECTAD office;
• Manage (including filling) in-coming/out-going correspondence, and reporting to the STC;
• Draft and translate correspondence, speeches and other documents as required;
• Maintain ECTAD contact list and events monitoring tables (with participants number);
• Arrange meetings and logistics support for incoming missions;
• Book a meeting room and receiving guests for meetings at FAO Vietnam/ECTAD office;
• Provide administrative support, including invitation, travel, compilation of participant list and presentations, to organize events and field activities; 
• Process Travel Authorization (TA), Travel Expense Claim (TEC) and logistic arrangement (flight, accommodation, etc.) for international travels;
• Make payments for visa, car expenses, card visit, etc. and submit supporting documents to the Operations Assistant for filing;
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard; 
• Maintain filing system of administrative and financial documents. Supports the administration of personnel and equipment;
• Provide inputs and support ECTAD reporting requirements;

• Upon recruitment initiation by OC, follow up with consultants to collect a full set of FAO required documents for processing labour contracts;
• all required documents to FAOR office and follow up to get the contract issued;
• Raise ePPR on the system as soon as all required documents submitted by international consultants and after the contract signed with the national consultants;
• Prepare Casual Labour Contract after receiving request and required documents;
• Collect and submit timecards for all consultants;
• Update the HR monitoring table on real time basis and provide update report to STC and OC on monthly basis.

• Prepare tender offer after LTO clearance including market survey and prepare note for the file for repeated orders;
• Follow up with suppliers to ensure timely contract signing and goods delivery;
• Coordinate with suppliers and the Government partners (goods receivers) for goods distribution and VAT exemption; 
• Process payment after receiving all supporting documents.

• Bachelor’s degree in business administration, international relations, finance, management, accounting, social sciences, or related discipline.
• At least four years of relevant experience in project operation, office management, administration, accounting and/or audit, budget or finance; 
• Working knowledge of English ; 
• National of Vietnam

• Experience working in UN agencies/INGOs/ international organizations/NGOs or in an international context is an asset; 
• Ability to take ownership and accountability for assigned processes and to work autonomously.
• Rigor and demonstrated attention to detail.
• Ability to work quickly and under pressure.
• Excellent writing skills
• Thorough knowledge of the communication and documentation standards.
• Thorough knowledge of corporate computerized financial / travel / Human Resources systems
• Thorough knowledge of organizational structure, administrative procedures, and policies, and matters of protocol
• Very good knowledge of the MS Office applications, Internet and office technology equipment.

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