Administrative Officer

World Agroforestry Centre – Vietnam Office

Recruitment of Administrative Officer

About our organization

The World Agroforestry Centre (also known as the International Centre for Research in Agroforestry or ICRAF) is an independent research institution which generates science-based knowledge about the complex role which trees play in agricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.

The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 34 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.

To learn more about our organization, please visit our website: www.worldagroforestry.org

The Position

ICRAF Viet Nam country office is seeking for the dynamic motivated Administrative Officer (AO) to replace the vacant at country office based in Hanoi. The admin officer is set up to assist the office manager and admin team to ensure corporate services provided to office operation and projects' implementation of country program. Under supervision of office manager, the admin officer is expected to perform the following tasks and responsibilities:

Main Responsibilities

Task 1: Office administration

• Manage and supervise intern and supportive staff to ensure  effective and efficient functioning of the administration unit, including assisting the managers and researchers or their designate in their administrative needs;
• Manage and follow up procurement at office supplies as well as contract arrangement and supervision with the suppliers;
• Contribute to organization policy making and improvement of procedures and workflows
• Ensures compliance, manages and mitigates risks in field of working
• Draft correspondences related to operation, travel, visa application, HR report etc.in Vietnamese to send to local authorities/partners
• Supervise the cook/cleaner and driver to make sure services delivered with high quality
• Handle all logistical arrangements of national workshops, meetings, field trips and visits of ICRAF scientists and those of hosted organizations.
• Complete the customs procedures and requirement for goods/equipment import-export based on country needs.
• Assist in photocopying or printing documents, voucher for office;
• Carry out translation service in English to Vietnamese and vice-verse if assigned;
• Ensuring systematic filing/documentation of office and keeping store update;
• Arrange and keep office in order including library and small inventories;

Task 2: Travel arrangement and Working permits

• Visa arrangements and extension of IRS and their dependents
• Complete application of working permits and extension for IRS
• Assist IRS on matters related to ‘settling’ in Vietnam
• Contact with local authorities to comply travel request and permissions for project staff and office.
• Coordinate and monitor the travel request and assign the office vehicle accordingly to meet the travel needs of different projects.
• Booking official travel missions including hotel, car and/or aircraft
• Support the researchers/project team in TA application and TEC claims

Task 3: Financial Assistance and petty cash bookkeeping

• Handle Travel Authorization and Travel Expense Report of project staff
• Follow-up cash advance and its clearance;
• Manage daily office payments by petty cash and recording expensive and filling the admin. monthly petty-cash report 
• Responsible for and ensure cashbox security and accurate book-keeping of petty cash
• Assist in photocopying or filing accounting documents and vouchers;
• Ensure that databases of asset information are in place including inventory and asset-tagging;
• Contact/paper drop to/with Bank as requested

Task 4. Assist HR and others

• Responsible for updating and recording attendance, leave records, etc.;
• Assist staff recruitment: announcement, screening, filing and updating applicants database; contacting and arranging interviews;
• Assist in following up pension program and health insurance for staff, Personal Income Tax (PIT); social insurance reports with local authorities as regulated by Vietnam Government;
• Update and maintain HR monthly report to submit SEA HRU;
• Update and maintain labor contracts data and HR reports to submit Dipserco and Trade Union. These include the calculate and reconcile the trade union contribution and reimbursement to ensure staff benefit and office's compliance.
• Others as assigned by country coordinator or office manager

Qualifications and Skills Required

Minimum Academic and Professional Qualifications:

• Bachelor degree in finance, accounting, business administration or related discipline
• Professional qualification in areas of administration, HR, and office operations.

Minimum Work Experience:

• 5 years in administration, finance or related fields with non-government organizations, with sound knowledge of local administrative regulations and laws, local operational and communicational practices.
• Computer literate (on Window based-systems including Excel, Powerpoint, Outlook, and Word)
• Experience with CGIAR system is a merit. 

Skills and Competencies

• Well organized, independent and able to meet deadline
• Good command of English and fluent Vietnamese
• Good interpersonal skills, social skills and ability to work well in multi-cultural teams.
• Good communication skills
• Good understanding of time management, ability to multi-task and work under pressure
• Open and positive to receive feedbacks from others
• Passionate and motivated by the social and environmental impact potential of the work.
• Willing to travel and spend time in the field to support project activities.
• Vietnamese national only  

Terms of offer

• Initial one-year contract with a competitive salary, to be renewed upon performance and budget availability.
• The contract is subject to 3 (three) monthsprobation period, assessment of performance
• Start of working as soon as possible. Immediate availability to join ICRAF team is a merit.

How to apply

Applications for the position must include:

• A cover letter illustrating your suitability for the position against the listed requirements
• A detailed curriculum vitae.
• The names and addresses of three referees, including telephone, and email address

All correspondence should be addressed to the World Agroforestry Centre (ICRAF) Office Hanoi, at the 13th floor, HCMCC building, 249A Thuy Khue street, Tay Ho district, Hanoi, Vietnam OR via email:  [email protected]. Applicants should indicate “Application – Administrative Officer” on their application letters and email submissions.

Applications will be considered until the 20th June 2022. Please note that only short-listed applicants will be contacted.

ICRAF believes that staff diversity promotes excellence, and strongly encourages local-based candidates to apply.  We invite you to learn more about ICRAF at our web site:

www.worldagroforestry.org/regions/southeast_asia/vietnam