Executive Secretary

As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH support the German Government in achieving its objectives in the field of international cooperation for sustainable development. We work in a variety of fields and support our cooperation partners in designing strategies and meeting their policy goals. GIZ has been working in Viet Nam for more than 20 years. On behalf of the German Government, GIZ provides advisory services to the Government of Viet Nam and is currently engaged in three priority areas: 1) Vocational training; 2) Environmental policy and sustainable natural resource use; 3) Energy

We are looking for a highly motivated and qualified national candidate to join our team at the country representative office in Hanoi for the position of

Executive secretary
Duty station: Hanoi, Vietnam

An executive secretary provides full range of executive support, secretarial and administrative services to ensure that services are provided in an effective and efficient manner to the country director and management team.

Main responsibilities:

Secretariat work and services

• Organises and coordinates the country director and management team’s schedule;
• Prepares and organises materials for the country director and/or meetings;
• Prepares agenda for management committee’s meetings;
• Takes minutes of meetings upon request;
• Manages incoming and outgoing correspondence (call, post, fax, email): prioritises, replies and referring appropriately;
• Maintains director’s documentations and electronic filing system;
• Coordinates for director’s travel arrangements;
• Assists the country director in administrative works

Office management and general coordination

• Ensures the flow of information, adequate communication internally and externally, overall smooth office support to the management team; coordinates for planned country events;
• Supports visitors, consultants to office, e.g. prepares work schedule, coordinates for meetings and other tasks upon request; to be a contact person, coordinates for meetings with German embassy

Administration

• Maintains project data lists, contact lists and other relevant databases of GIZ Vietnam according to GIZ procedure including confidential data files for management office;
• Performs other duties and tasks upon request of the management team

Minimum requirements

• University degree in office management/ business administration;
• At least 5 years of professional experience in a comparable position;
• Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office);
• Excellent proficiency in written and spoken English and German;
• Ability to handle confidential and/ or sensitive material appropriately;
• Excellent management and communication skills, including communication with high?ranking government officials and international experts;
• Good organizational abilities and coordination skills;
• Good time management skills and ability to juggle multiple responsibilities;
• Be able to work with minimal supervision and direction;
• Good interpersonal skills, cultural awareness and sensitivity;
• Dynamic and self-motivated character; willingness to up skill as required by the tasks to be performed

Successful candidates will enjoy good working conditions with a friendly and creative working environment, open corporate culture, competitive benefits and compensation and good policies of training and development.

Interested qualified candidates are invited to send the application in English, including copies of relevant certificates and references, either by email (to [email protected]) or by post (to GIZ Office Hanoi, 6th Floor Hanoi Towers, 49 Hai Ba Trung Street, Hanoi, Vietnam), before 31 July 2014

Note: Please state “Application for the Executive Secretary – GIZ office” in the subject line or on the envelope.

The short-listed candidates will be contacted within 4 weeks after the deadline. Telephone contact is not encouraged.

GIZ – YOUR PARTNER FOR A BETTER FUTURE
(For further information please visit our website: www.giz.de)