Admin Officer

USAID LINKSME PROJECT 

Admin Officer 

TERMS OF REFERENCE (TOR) 

Title: Admin Officer

Program: USAID Linkages for Small and Medium Enterprises (LinkSME) Project

Location: Hanoi, Vietnam

Expected Duration: 7 months (December 2021 – July 2022)

1.     Background

IESC – the International Executive Service Corps – is a U.S.-based nonprofit that seeks private enterprise solutions to problems of poverty in developing countries and around the world. By providing a mix of technical assistance and volunteer expert support, IESC works with emerging industries, financial institutions, and governments to stabilize economic environments, increase opportunity, and promote growth. We have completed over 25,000 projects in more than 130 countries worldwide.  

IESC is seeking a short-term Admin Officer for the USAID-funded Linkages for Small and Medium Enterprises (LinkSME) Project in Vietnam. The five-year Project links Vietnamese SMEs with foreign firms already operating in and exporting from Vietnam in order to integrate SMEs into the global value chain and accelerate domestic SME growth. The USAID LinkSME Project will create systemic changes in business relationships between Vietnamese SMEs and foreign firms, as well as significant increases in the quantity and/or quality of business linkages between Vietnamese SMEs and foreign firms.

Under the direction of the Finance and Administration Team Lead, the Admin Officer will work full-time and be based in Hanoi.

2.     Duties and responsibilities

Specific responsibilities include, but are not limited to: 

• Ensure the smooth function of office reception: answering the telephone, receiving and greeting guests/ visitors
• Sending, receiving, and recording correspondence
• Manage office warehouse, keep track of in & out promotion items. 
• Handle the arrangement of office services & follow up payments: taxi, courier, maintenance, stationery, utensils, consumables, etc.
• Handle office petty cash.
• Maintaining an effective office correspondence filling system, including copying and scanning documents as necessary
• Assisting in transcribing, formatting and/or editing project documents
• Supporting in getting quotations for necessary procurement of office/ stationery supplies and/or equipment, maintaining office supply inventories and coordinating maintenance of office equipment as required
• Providing assistance in event procurement, preparing logistics for meeting and workshops when required
• Assisting in managing the document courier service.
• Assisting in providing logistic support for booking travel and accommodations for staff and consultants, and in processing required travel authorizations
• Assisting in managing Trade Union distributed fund and assembling supporting document for making Trade Union reimbursement request as required by local authorities
• Other duties when required.

3.     Qualification requirements

• Native Vietnamese speaker with College/University degree in a relevant field such as Office Administration, English or related field.
• Minimum 05 years of relevant experience in international organizations.
• Fluency in English language, including reading, writing and speaking skills, is essential.
• Experiences in an intercultural and multi-lingual context gained by way of internships, academic exchanges, volunteers or extra curriculum activities are preferred. Experience in Receptionist position is a plus.
• Computer skills required (MS Office). Experience in formatting/editing documents (Excel, Word, Power Point, Outlook) is an advantage.
• Cheerful attitude, self-motivated, detail-oriented, excellent interpersonal and communication skills and ability to work in a team.
• Ability to work independently, prioritize tasks and to take initiative.

Deadline for application: November 26, 2021

Apply HERE

4.    Reporting 

The consultant will work under the guidance from USAID LinkSME Finance and Adinistration Team Lead.