Administrative Officer

Local Health System Sustainability (LHSS) Vietnam

ADMINISTRATIVE OFFICER  

Organization Overview

Abt Associates is a mission-driven, global leader in research and program implementation in the fields of health, social and environmental policy, and international development. Known for its rigorous approach to solving complex challenges, Abt Associates is among the top global research firms and international development innovators. The company has multiple offices in the U.S. and program offices in nearly 40 countries, including in Vietnam.

Opportunity

The Local Health System Sustainability (LHSS) Project is a USAID-funded 5-year, $209 million global task order that works to strengthen health systems as a means to achieve universal health coverage and improve population health and well-being. Interventions will focus on reducing financial barriers, holding health services accountable for meeting all clients’ needs and making sure that the care patients receive meets minimum standards. USAID’s LHSS Vietnam activity will focus on improving health financing for HIV and TB prevention and control, strengthening supply chain systems, and supporting the expansion of the Social Health Insurance (SHI) scheme to improve the provision of quality care and treatment at a national scale. The project will work collaboratively at the national level with the Government of Vietnam (GVN), particularly the Ministry of Health and the Vietnam Social Security (VSS) to support GVN efforts to increase sustainable domestic financing for health, including TB and HIV, ensure quality of HIV care, and to seek efficiencies in health spending and procurement and supply chain management.

The Administrative Officer will provide operational and logistics support to the Finance and Administration Manager to ensure project-wide operations related to travel, events, inventory tracking, and purchases are compliant with USAID and Abt guidelines.

Key Roles and Responsibilities

• Manage the day-to-day operation activities of the project
• Serve as office timekeeper to ensure all employees record and submit their timecards accurately and on time
• Coordinate the organization of local conferences, seminars, and meetings in coordination with other project staff and the home office
• Negotiate hotel, transportation, and meal arrangements for project staff
• Oversee the local procurement of goods and services, including consulting agreements, Requests for Proposals or Quotes (RFP/Q) and vendor bid analysis and justifications
• Responible for the implementation of the grants manual and associated USAID grant-making procedures and processes.
• Lead the process of drafting grants agreements and obtaining internal and USAID approvals, as required.
• Develop and maintain a project control system which tracks the status and progress of ongoing grant activities supported by the project. Develop and manage a database (physical and electronic files) to maintain information on the selection process, contracts, contract modifications and reports for all grants.
• Track grants deliverables and disbursements, ensuring grants activities are proceeding on schedule, and documenting any delays
• Assist in conducting a semi-annual physical inventory review and record any losses or damaged furnishings or equipment
• Manage, receive and inspect deliveries, in accordance with the terms of the purchase order or subcontract agreement
• Keep track of documentation for annual property report to USAID
• Holds overall responsibility for project travel, including developing/overseeing the maintenance of project tracking and reporting systems and databases related to travel
• Ensures travel is arranged in accordance with relevant policies and procedures
• Other duties as assigned

Skills/Knowledge Required

• Bachelor’s Degree and 4 years of relevant work experience
• Demonstrated experience with international development and donor-funded programs
• Familiarity with USAID-funded projects will be an advantage
• Demonstrated skills in organizing, tracking, and monitoring resources and establishing priorities
• Demonstrated knowledge of Microsoft Office Suite
• Demonstrated knowledge conducting procurements following USAID requirements
• Strong oral and written communication skills in English are required

Note: This position is based in Hanoi, Vietnam with travelling to the provinces if needed.

To apply, please send your application documents to the following email: [email protected]

Deadline: 06^th March 2021

Only short-listed candidates will be contacted for interviews.