Admin, Finance, HR

The IUCN (International Union for Conservation of Nature) is a membership Union composed of both government and civil society organisations. IUCN’s mission is to influence, encourage and assist societies throughout the world to conserve the integrity and diversity of nature, and to ensure that any use of natural resources is equitable and ecologically sustainable. With over 75 years of experience, it harnesses the experience, resources and reach of its more than 1,400 Member organisations and the input of more than 15,000 experts. IUCN is the global authority on the status of the natural world and the measures needed to safeguard it. The IUCN Secretariat has offices located all around the world and is headquartered in Gland, Switzerland.

Every four years, the IUCN membership adopts a quadrennial Programme that guides the work of the Union, especially that of the IUCN Secretariat. The Secretariat implements the IUCN Programme through a growing portfolio of over 400 projects across the world that are designed to respond to country, donor, and IUCN priorities.

Reporting to the Deputy Head of Lower Mekong Subregion, the incumbent will be responsible for providing support as project administrative assistant ensuring compliance to all administrative policies and procedures of the Organization.

This is a local recruitment. Only Vietnamese nationals, individuals with residence status, or the appropriate employment visa for Viet Nam are eligible to apply. The remuneration and benefits package for this position is established with reference to the local labour market and in line with the IUCN conditions of service for Viet Nam.

The Finance and Administrative Assistant (FAA) will play an important role in providing administrative and logistical support for the work of the IUCN project office located in HCM. The FAA will support a bilateral GEF IW project between Cambodia and Viet Nam focused on the improved transboundary management of the shared Cambodia-Mekong Delta Aquifer (CMDA) as well as other projects in the HCM project coordination office (HCMPO). Specific duties are summarised below.

SPECIFIC DUTIES

The duties of the Finance and Administrative Assistant will include but not limited to:
• Support the arrangements for HCMPO staff travel (including the preparation of flight bookings, cash advances, local transport arrangements, and hotel reservations), as well as the reconciliation and reimbursement of travel advances.
• Working in collaboration with The Project Administrative Associate, provide administrative support for meetings and workshops including: identification of suitable venues; liaison with venue staff; organisation of participants’ local and international travel and accommodation; calculation and provision of participants’ DSAs; preparation of participants’ document packs; organisation of welcoming/farewell dinners; organisation of field excursions; assist with preparation of expenditure reports for events; and troubleshooting as required.
• Assist with procurements of supplies and equipment;
• Assist administrative and logistical arrangements for workshops, forums and other meetings of the HCM programme project
• Assist in filling out, photocopying, stamping vouchers, and supporting documents daily.
• Assist the Finance and Administration Associate to ensure the accuracy and punctuality of payments and relevant payment documents for all project activities;

Other duties
Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).