National Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to more efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind. 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.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. 
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. The current CPF for the period of 2022 - 2025 has four priority areas: (1) One Health (OH); (2) Climate change response, environment and natural resources management; (3) Food safety, sustainable production and consumption, and equitable livelihoods for all; and (4) Governance, Gender and PWDs.

Specifically, FAO Country Offices:

(i)    advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii)    provide technical assistance and deliver core services; 
(iii)    assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and 
(v)    ensure risk-smart and accountable operations and management.  
The position is located in the FAO Country Office in Hanoi, Viet Nam

Reporting Lines

The incumbent will work under the overall supervision of the FAO Representative in Viet Nam, direct supervision of the Senior Technical Coordinator of the FAO Emergency Centre for Transboundary Animal Diseases (ECTAD) in Viet Nam, and operational supervision of the National Operations Coordinator with guidance from the FAO Viet Nam management.

Technical Focus

The incumbent will work closely with FAO ECTAD Viet Nam and key stakeholders to provide comprehensive administrative, logistical, procurement, and HR support for the smooth functioning of office operations.

Tasks and responsibilities

1. Administrative and office management
•     Receive, screen, maintain control of and route correspondence, reports, and other materials; maintain filing systems.
•     Draft and translate correspondence, speeches, and documents as required.
•     Participate in internal and external meetings, take notes, and act as an interpreter as required.
•     Maintain a well-functioning office environment, overseeing cleanliness, minor repairs, and workspace organization.
•     Monitor and replenish office supplies, assist with the purchase of office equipment and consumables to support daily operations.
•     Manage inventory of goods, promotional items, ensuring proper storage and tracking.
•     Ensure proper recording, maintenance, and safeguarding of office assets.
•     Manage admin contracts related to office operations, such as cleaning services, utilities, printing, and rental agreements.
•     Prepare payment requests related to duty travel, project procurement, and operational expenses.
•     Maintain accurate records and documentation for all logistics, HR, and administrative activities.
•     Ensure compliance with organizational policies, donor requirements, and legal regulations.

2. Travel and logistics coordination
•     Assist international consultants and official missions for logistic arrangement for official meetings, de/briefings, workshops, etc., with internal and external counterparts; book meeting rooms and receive guests at FAO Viet Nam/ECTAD office.
•     Assist travel arrangements for staff and non-staff travelers, including visa applications, transportation, and accommodation.
•     Coordinate with stakeholders on administrative and logistic arrangements for workshops, training, meetings, and field missions, including invitation issuance, participant confirmation, travel, accommodations, and catering.
•     Providing on-site logistical and administrative support for events organized.
•     Coordinate and maintain quarterly travel and leave plans.
•     Act as the focal point for team-building activities, organizing and facilitating events to foster collaboration and morale.
•     Coordinate regular staff engagement initiatives, including knowledge-sharing sessions and recreational activities.

3. HR support
•     Coordinate the overall hiring plan for hiring of national and international affiliate workforce.
•     Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•     Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
•     Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
•     Maintain confidentiality and handle sensitive information with discretion.
•     Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization's values and commitments.

4. Other duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    
•     University degree in Business Administration, Logistics, Human Resources, or a related field.
•     At least 5 years of professional experience in administrative, HR, and logistics roles, preferably within government agencies, international organizations, or UN system.
•     Working knowledge of English and Vietnamese
•     National of Viet Nam.

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

Technical/Functional Skills
•     Strong organizational and multitasking skills with the ability to meet deadlines.
•     Excellent communication and interpersonal skills, with the ability to work in multicultural teams.
•     Problem-solving and negotiation skills.
•     Attention to detail and accuracy.
•     Proven experience in HR contract management, office maintenance, and event organization.
•     Ability to establish and maintain working relationships with government counterparts and relevant stakeholders.
•     Knowledge of FAO or UN procedures is an advantage
•     Excellent command of English, especially for written correspondence 

ADDITIONAL INFORMATION