Operations 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. The organization has been active in Vietnam since 1978, with its Representation (Country Office) located in Hanoi, focusing on various agricultural and food security initiatives.

Job Overview:
The Operations Assistant position at FAO Vietnam is designed to provide essential operational support for various projects. The role involves ensuring compliance with FAO's rules and procedures across multiple operational areas, including procurement, recruitment, travel arrangements, event organization, and contract management. The National Operations Assistant will work closely under the guidance of the FAO Representative in Vietnam and the direct supervision of the Assistant FAO Representative (Programme). This position is crucial for maintaining the operational integrity of projects and ensuring that all activities align with FAO's standards and objectives. The assistant will be responsible for preparing agreements and contracts, assisting in procurement processes, and providing inputs for project work plans and budgets, among other tasks.

Duties and Responsibilities:
The duties and responsibilities of the Operations Assistant include:

• Preparing Letters of Agreements (LOA) and contracts in accordance with FAO’s requirements and procedures, and monitoring their implementation.
• Assisting in the procurement processes for project goods and services, including following up on Purchase Orders (POs) related to deliveries and payments.
• Assisting in the recruitment of international and national affiliate workforce as required.
• Providing inputs to project work plans, budgets, and other reporting requirements.
• Maintaining relevant project monitoring tables, including those for human resources, travel, procurement, and assets.
• Drafting correspondence and other necessary documents.
• Processing Travel Authorizations, Technical Evaluation Committees (TEC), and logistical arrangements for duty travels and missions.
• Providing operational support for organizing events and field activities.
• Undertaking field missions and participating in events as required. 1
• Performing other duties as assigned by supervisors.

Required Qualifications:
Candidates must meet the following minimum requirements:

• A Bachelor’s degree (or equivalent) in finance, accounting, business administration, or a related field is required.
• A minimum of 3 years of relevant experience in financial and operational support is necessary.
• A working knowledge of both English and Vietnamese is required.
• Candidates must be nationals of Vietnam or residents of the country with a valid work permit. Familiarity with FAO procedures and UN cost norms is considered an advantage.

Educational Background:
The educational background required for the Operations Assistant position includes a Bachelor’s degree or equivalent in finance, accounting, business administration, or a related field. This educational foundation is essential for understanding the financial and operational aspects of the role and for effectively managing the tasks associated with project support.

Experience:
The position requires a minimum of 3 years of relevant experience in financial and operational support. This experience should ideally include familiarity with procurement processes, contract management, and operational compliance within an international organization or similar environment. Candidates with experience in the UN system or similar agencies will have an advantage.

Languages:
The mandatory languages for this position are English and Vietnamese. A working knowledge of both languages is essential for effective communication and collaboration within the organization and with stakeholders. Additional language skills may be considered beneficial but are not required.

Additional Notes:
The position is full-time and is based in Hanoi, Vietnam. The role may involve field missions and participation in various events, which may require travel. The FAO offers a dynamic work environment with opportunities for professional development and engagement in meaningful projects aimed at improving food security and agricultural practices in Vietnam.