National Administrative Assistant (ECTAD)

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) Enhanced resilience of communities to disasters and threats. The incumbent’s tasks will largely fall under the fourth priority area.

Reporting Lines
The incumbent will work under the overall guidance of the FAO Representative in Viet Nam, the overall supervision of the International Senior Technical Coordinator (STC) of the Emergency Center for Transboundary Animal Disease (ECTAD) and direct supervision of the National Operations Coordinator.

Technical Focus: Administration

Tasks and responsibilities
• Support daily administration including but not limited to:
• Assist STC and Operations Coordinator 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/updates as required;
• Maintain ECTAD contact list and events monitoring tables (with participants number);
• Arrange meetings & logistics support to incoming missions;
• Book a meeting room and receiving guests for meetings at FAO Vietnam/ECTAD office;
• Organize workshop/training/meeting;
• Process Travel Authorization & TEC for duty travels;
• Make a payment for visa, car expenses, card visit, etc. after receiving request and submit supporting documents to the Operations Assistant for filing.
• Assist in processing consultant contracts (Consultants, PSA, NPP, CLC):
• Upon recruitment initiation by Operations Coordinator, follow up with consultants to collect a full set of FAO required documents for processing labour contracts;
• Submit 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;
• Update the HR monitoring table as soon as there is any change and provide update report to STC and Operations Coordinator on 31 March, 30 June, 30 September and 31 December.
• Assist in conducting procurement procedures:
• 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.
• Perform other duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
• University degree in a field related to public administration and business;
• At least five years of relevant experience in administration and office management for development projects/international organizations/NGOs;
• Woking knowledge of English with excellent writing skills;
• Excellent computer skills: knowledge of MS Word, Outlook, Excel, and email/internet software.
• National of Vietnam

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

Technical/Functional Skills
• Strong organizational and interpersonal skills;
• Knowledge of FAO and other UN admin programs is desirable.

ADDITIONAL INFORMATION