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:

•     Support procurement activities:

o    Review and analyze procurement requests for goods and services for completeness and in conformity with established FAO rules and procedures relevant to the project and with consideration to the specific donor requirements;
o    Perform Buyer role in Global Resource Management System (GRMS) including creating and amending Purchase Orders (POs) and vendor sites if they do not exist);
o    Identify and recommend sources of procurement, undertake market research to identify vendors, and regularly update the supplier rosters;
o    Act as focal point for UNGM and Intend (FAO e-tendering tool);
o    Prepare submissions to the Local Procurement Committee (LPC) and the Headquarters Procurement Committee (HQPC); Prepare requests for ad-hoc re-delegation of authority
o    Contribute to the annual procurement plan submission in the shared point and update it quarterly.
o    Prepare, review, analyze, and share procurement monitoring reports.
o    Make initial determinations and recommendations concerning disputes or claims arising from contractual instruments or procurement processes.
o    Maintain a proper filing and easily retrievable system for Purchase Orders and Contracts issued for the procurement of goods and services; keep track of any contractual agreements and inform users (as appropriate) of contractual rights and obligations.
o    File all procurement documents and ensure safekeeping for audit purposes.

•     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 five-year relevant experience in general office practices and administrative procedures in UN/donor-funded projects and/or international organizations
•     Working knowledge (Level C) of English and Vietnamese
•     National of Viet Nam or resident of the country with valid work permit

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.