Administrative Assistant Position Available at FAO in Vietnam|Deadline 15 October 2023|. Apply Now

The Administrative Assistant at FAO is in charge of providing complete administrative support to ensure that everyday operations run smoothly. This position necessitates great organizational skills, attention to detail, and the ability to manage numerous activities simultaneously. The chosen candidate will join a dynamic team and play an important role in supporting FAO’s mission and activities.

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Organizational Setting

The Food and Agriculture Organization (FAO) is a United Nations specialized body that leads international efforts to end hunger. FAO’s mission is to achieve food security for all and to ensure that people have regular access to enough nutritious food to live active, healthy lives. With 195 members – 194 nations and the European Union – FAO works in over 130 countries globally and has had a Representation (Country Office) in Ha Noi since 1978.

FAO Vietnam is looking for a skilled Administrative Assistant to assist with the administration parts of the office and projects, as specified in the tasks and responsibilities listed 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 Assistant will perform a range of tasks in support of FAO’s programs, projects and activities:

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•    Assist to prepare documents for procurement of equipment for Office and project such as bidding documents and raise purchase orders and receipts related to procurement including service contracts, LOA for office and projects.      
•    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 Assistant.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree related to Administration Assistant or equivalent certified qualifications;
•    At least one year relevant experience in UN/donor-funded projects and/or international organizations;
•    Working knowledge (Level C) of English and Vietnamese

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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 Assistant 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.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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HOW TO APPLY

• To apply for Assistant , visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications

• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

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If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance:

FAO IS A NON-SMOKING ENVIRONMENT

We provide a competitive compensation and benefit package, as well as possibilities for professional growth and development in a diverse and inclusive workplace.

We encourage you to apply for this role if you are a highly driven individual with exceptional administrative abilities and a strong desire to help FAO’s mission.

To Apply For The Job : Apply Here

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