Administrative and Program Assistant

The University of North Carolina at Chapel Hill (UNC) was chartered in 1789 and opened its doors to students in 1795 as the first public university in the United States (US).  The University is among the top research universities in the US, ranking 9th among the top 100 academic institutions in federally financed research and development in the US, according to The Chronicle of Higher Education.

The UNC research team has been conducting researchin northern Vietnam for 15 years. We have been conducting a number of randomized control trials (RCTs).The UNC-Vietnam team has expertise with both socio-behavioral and clinical research and has studied a variety of infectious diseases and comorbid conditions in men and women from general and key populations.

Position:      01 Administrative and Program Assistant
                    Based in Hanoi.

Report to:    The UNC Project Director in Vietnam
                    Finance Manager

Position Summary:

The incumbent of this position will responsible for providing comprehensive support to the Finance ManageratUNC-Vietnam, including but not limited to the following:

SPECIFIC ROLES & RESPONSIBILITIES:

• Administration and Logistics
  
  • Deal with incoming/outgoing pouches/mails/fax request and deliver to relevant addressees;
  • Register incoming and outgoing correspondence in appropriate logbooks;
  • Maintain and update the mailing contact list;
  • Assist with filing documents when requested;
  • Assist with scanning financial documents when requested;
  • Provide administrative and logical assistance to program training/workshops and other office events;
  • Draft national holidays schedule for Project Director review and approval;
  • Receive phone calls, and visitors.
  • Other tasks assigned by the Supervisor;

• Travel Arrangement
  
  • Draft monthly domestic travel plan for Project Director review and approval.
  • Perform timely & proper domestic travel arrangements including transportation arrangements for staffs, experts and visitors;
  • Prepare Travel Authorization (TA) for required approvals, consult with traveler and Finance Officer as needed;

• Goods and Service Procurement and Inventory
  
  • Ensure sufficient stock of office supplies;
  • Conduct annual survey of regular administrative services including office supplies, printing, photocopying, mailing services… and submit them to Finance Manager and Project Director for review and approval;
  • Maintain and monitor to ensure the validity of all administration service contracts (including IT, telephone network, office equipment maintenance contracts…);
  • Prepare purchase request for every procurement and seek for needed approvals;
  • Cooperate with Admin and Finance Officer to perform procurement for UNC office and study site;
  • Conduct bid analysis for Finance Manager and Project Director review and approval and prepare vender selection memo when applicable;
  • Support Admin and Finance Officer with property management; Label office property and annual property physical count;
  • Update and maintain assets/ expendable inventory book;
  • Photocopy or print and bind materials;
  • Arrange translation of documents if needed and required;

• Personnel Administration Assistance
  
  • Update and maintain annual leave balance for national staff;
  • Check accuracy of staff timesheet;
  • Prepare interview schedule and arrange for interview panel;
  • Support in preparing contract for site staff, consultants;
  • Perform other tasks assigned by the Supervisor;

• Cashier
  
  • Disburse cash based on approved cash vouchers and record transactions in cash book.
  • Prepare petty cash advances when needed including bank withdrawals.
  • Perform cash reconciliation with finance staff on weekly basis.

Required qualification and skills:

• BA in Public Administration or equivalent experience in relevant fields;
• Minimum of 2-year relevant experience in office administration;
• Experience working in an international NGO, multilateral agency, or donor context preferred;
• Procurement skills and experience;
• Attention to detail;
• Team spirit, flexibility, commitment, and the belief that no task is unimportant;
• Fluent spoken and written English;
• Good computer and MS Office skills;

Salaries and Benefits:    Competitive salary

How to Apply:

Interested candidates are invited to send a cover letter with contacts forthree references and a CV to Ms. Tran Thi Thu Hoai at [email protected] (in the subject line, please put “UNCAdmin and Program Assistant”), or by post to the UNC office at Yen Hoa Health Clinic: Lot E2, Duong DinhNghe Street, CauGiay District, Hanoino later than 31 May 2017.

We are sorry that only short-listed candidates will be contacted for interview.