Administrative Assistant

Job Posting Organization:
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Established in 1945, FAO's mission is to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members, including 194 countries and the European Union, FAO operates in over 130 countries worldwide. FAO has been active in Vietnam since 1978, with its Representation (Country Office) located in Hanoi, focusing on various programs and projects aimed at improving food security and agricultural practices in the region.

Job Overview:
The Administrative Assistant position at FAO Vietnam is designed to provide comprehensive support for the administrative aspects of the office and its projects. The incumbent will work under the supervision of the Assistant FAO Representative (Administration) and will be responsible for a variety of tasks that are crucial for the smooth operation of FAO's programs. This role requires a proactive approach to managing procurement activities, ensuring compliance with FAO rules and regulations, and facilitating communication between various stakeholders. The Administrative Assistant will also play a key role in supporting travel arrangements, maintaining inventory records, and organizing events, thereby contributing to the overall efficiency and effectiveness of the office's operations.

Duties and Responsibilities:
The incumbent will perform a range of tasks including: supporting procurement activities by reviewing and analyzing procurement requests, performing the Buyer role in the Global Resource Management System (GRMS), identifying sources of procurement, and preparing submissions to procurement committees. They will also act as the Protocol focal point for liaising with the Common Back Office regarding visa and permit requests, assist in the preparation of disbursement vouchers, support travel arrangements for staff and consultants, provide logistical support for events, maintain inventory records, and prepare documentation for VAT recovery. Additionally, the Administrative Assistant will ensure proper filing systems are maintained and perform other related duties as required.

Required Qualifications:
Candidates must possess a university degree related to Administration or equivalent certified qualifications. They should have at least five years of relevant experience in general office practices and administrative procedures, particularly in UN/donor-funded projects or international organizations. A working knowledge (Level C) of both English and Vietnamese is essential, and candidates must be nationals of Vietnam or residents with a valid work permit.

Educational Background:
A university degree in Administration or a related field is required for this position. Equivalent certified qualifications may also be considered acceptable. This educational background is crucial for understanding the administrative processes and procedures that the role entails.

Experience:
Candidates should have a minimum of five years of relevant experience in general office practices and administrative procedures, particularly in the context of UN or donor-funded projects and international organizations. This experience is vital for ensuring that the incumbent is familiar with the operational standards and expectations of the FAO.

Languages:
A working knowledge of English and Vietnamese is mandatory for this position, with Level C proficiency required. This bilingual capability is essential for effective communication within the office and with external stakeholders. Additional language skills may be considered an advantage but are not mandatory.

Additional Notes:
This position is full-time and is based in Hanoi, Vietnam. The role is open to nationals of Vietnam or residents with a valid work permit. The FAO offers a dynamic work environment with opportunities for professional development and contribution to significant global initiatives aimed at combating hunger and improving food security.