Administrative Assistant

DEADLINE: 17 September 2009

Project TA - 0027 (REG) : GMS Regional Communicable Diseases Control Project
Source National
Location of the post: Project Regional Coordination Unit, Hanoi, Vietnam

Objective/Purpose of the Assignment:
Provide administrative support to the Regional Coordination Unit (RCU) office in Hanoi

Scope of Work:
- The aim of the Project is to help the 3 Governments of Cambodia, Lao PDR and Viet Nam (CLV countries) to improve Communicable Disease Control (CDC), including strengthening surveillance and response for disease outbreaks, controlling common endemic diseases, and strengthening regional coordination.
- The Regional Coordination Unit is responsible for regional coordination of the project, implementation of regional activities, and support for project implementation and administration in Viet Nam.
- The Admin Assistant (AA) will be based at the Regional Coordination Unit (RCU) in Hanoi.
- The assignment includes a 3-month probation period.
Detailed Tasks:
Under the direct supervision and guidance of the GMS CDC Project Regional Coordinator (RC), the Admin Assistant will:
1. Screens and routes incoming mails, documents and reports to the Responsible Officers with full background information;
2. Maintain office records, filling and reference system on various subjects;
3. Setup schedules of appointment for members of the team and visitors; receive visitors; prepares travel arrangements and briefing folders for their duty travels;
4. Provides support in the arrangements for meetings, workshops and training courses, including preparation of related files;
5. Assists in searching, compiling and maintaining information relevant to the programme;
6. Drafts correspondence on routine matters on own initiative or from brief instructions;
7. Supervise and maintain office logistics (stationary stock, drinking water, sundry, etc)
8. Supervise cleanliness of the office and good functioning of all office equipment;
9. Prepares informal translations and may act as an interpreter when required
10. Other duties as required.      

Vietnamese nationality.

Professional requirement:
- At least 5 years of experience in a similar job in an English-speaking environment is essential
- Good interpersonal skills (pleasant personality).
- Proven good knowledge of international office running and networking.
- Proven ability to use office equipment such as fax machine, telephone switch board, photocopier, scanner, computer and printers, UPS, etc.  
- Proven ability to sort, file, archive and fast retrieve documents.
- Good command of spoken and written English. 
- Good command of Microsoft applications Windows, Excel, Word, Outlook and Explorer. Knowledge of Access an asset.
- Ability to work harmoniously as a member of a team, as well as independently in the absence of the supervisor and maintain high standards of personal conduct;
- Ability to work under pressure at some periods of the project.
- Proven ability to prioritize tasks and organize his/her works in an orderly manner. 

Although not required, the following will be taken favourably as additional assets:
Prior knowledge of ADB administrative procedures will be an asset.

Education requirement:
- University level
- Training in office administration and management preferred.

Important note: A thorough verification of identity and absence of past criminal records of the candidates will be conducted. Credentials will be checked and referees consulted; short-listed candidates will be interviewed by a mixed panel (ADB/WHO) and will be asked to pass some specially-prepared tests to verify knowledge, professional aptitudes, as well as English language and computer skills.

Interested candidates should
send in a sealed envelop 
1. A cover letter in English – not more than one-page long.
2. An up-to-date CV in English, with all contact details including telephone, mobile phone and E-mail. 
3. Photocopies of certificates/diplomas (note: short-listed candidates will be asked to bring the originals at the interview)
4. Contact details (telephone, email) of at least three (3) referees who have had experience working with the candidate. 
5. Photocopy of ID card.

By post, by hand or preferably by email:
To:  Mr Stéphane P. Rousseau, Regional Coordinator, Regional Coordination Unit (RCU)
Asian Development Bank, Greater Mekong Subregion Communicable Diseases Control Project,
Room 2104, 21st Floor, Thanh Cong Tower, 57 Lang Ha Street, Ba Dinh District, Hanoi.
Email: [email protected]

By 17 Sep 2009 12:00-Midnight.

Please, note that only short-listed candidates will be contacted. Candidates are not authorized to contact the RCU during the whole selection process except only to check that their application has been well received by the RCU.

Job Details
Organisation Name: 
Asian Development Bank, Greater Mekong Subregion Communicable Diseases Control Project
Ha Noi
Application Deadline: 
Thu, 2009-09-17