Office Secretary

1.  Assignment Title:        Office secretary

2.  Duration:        Nine ( 09 ) Months 

3.  Location, Country:    Hanoi, Vietnam

4.  Expected starting date:    01 January  2014


UNAIDS supports development, implementation and scale-up of comprehensive AIDS strategies. In Viet Nam, UNAIDS works to support the response of the Government and civil society to the AIDS epidemic. UNAIDS facilitates coordination of AIDS -related activities undertaken by the UN system, and other international agencies, including bilateral donor agencies, international NGOs and others

Consultancy is hence sought for provide the administrative support (not a permanent staff member), to UNAIDS Vietnam for 9 months from 1 January 2014 to 30 September 2014.


To provide the administrative support to UNAIDS office, to be based in Hanoi. The incumbent performs the following functions in the front desk of the UNAIDS office in Hanoi ensuring that all activities are carried out properly and efficiently, including:

  • Support to UNAIDS Country Director
  • Support to the operations of the office


1. Support to UNAIDS Country Director

  • Monitor the calendar of the Country Director, scheduling meetings and making the necessary preparations
  • Liaise (either verbally or via email/letter) with UNAIDS partners, cosponsor agencies and National counterparts on administrative issues and to confirm/decline engagements.
  • Proactively organize regular meetings and teleconferences convened by team members of management team, secure meeting rooms and oversee teleconference connections where necessary
  • Log –in and follow-up on correspondence for the Country Director. Draft correspondence as requested
  • Organize travel for the Country Director, liaise with travel agencies, secure visas/clearances, monitor United Nations Laissez passer (UNLPs); prepare travel claims/ payment requests upon return from mission
  • Perform other related duties as required as appropriate with level of competency required for the post

2. Support to the operation of the office

  • Provide a professional welcome to all UNAIDS visitors.  Supervise meeting arrangements and greet visitors and guests.
  • Provide efficient and courteous assistance to telephone or email queries regarding UNAIDS activities.
  • Monitor and arrange the use of office vehicle.
  • Maintain responsibility for overall office logistics i.e. office security, office equipment and budgets, service providers.
  • Liaise with service providers on office costs and support in procurement for office equipment.
  • Review, prioritize and maintain log of all office correspondence.  Allocate incoming mail and organize filing of office correspondence. Establish effective electronic and hard-copy record system, archive and file documents as appropriate
  • Support the Admin Assistant other admin support functions such as management of leave cards, stationery and inventory.
  • Maintain the office contact list and calendar, liaison with government, donors and senior officials,
  • Liaise with the Protocol Department and other Office of Government on administration papers for cars, import and export goods, household stuff of expat staff.
  • Provide logistical and administrative support for all UNAIDS events
  • Arrange new visas for staff and visitors and organizing the stays of international guests
  • Logistic arrangement for high level abroad missions of the Officers of Government
  • Other tasks as may be assigned by either the Country Director or the administrative assistant as appropriate with the level of competency required for the post


Duration: 9 months from 1 January 2014 to 30 September 2014 (including 164.5 working days)


Education: Secondary education. University Degree is desirable but not a requirement


  • Minimum of four years working experience secretarial or clerical or administrative work
  • Previous working experience within the United Nations system or international organization would be an advantage
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems.

Language Requirements:

Good command of spoken and written English and Vietnamese

If you are interested in this service, please send detailed Curriculum vitae in English to: Mr. Do Quoc Son, UNAIDS Vietnam via email: [email protected]

Deadline of the application: 18 December 2013.

Job Details
Organisation Name: 
UNAIDS Vietnam
Ha Noi
Application Deadline: 
Wed, 2013-12-18