Administration & Logistics Support Officer (2 positions)

Terms of Reference

Position Title: Administration & Logistics Support Officer

No. of position: 02 positions (one in Lao Cai and one in Son La)

Location: Son La and Lao Cai, with frequent travel within the province project areas; some travel to Hanoi.

Period of Assignment: January 2019-January 2020 (with possible 2-year extension)

Reporting To: Provincial Coordinator (PC)

Background:

The Aus4Equality|GREAT, Gender-Responsive Equitable Agriculture and Tourism Program is Australia’s Department of Foreign Affairs and Trade (DFAT) flagship program in Vietnam promoting gender equality and women’s economic empowerment, with a specific focus on ethnic minority women.

The Program is implemented by CowaterSogema in cooperation with Son La and Lao Cai Provincial People’s Committees (PPCs). GREAT will work with a range of partners in three thematic areas: 1) household and community level gender power relations, 2) inclusive market systems; and 3) enabling environment for women’s economic empowerment. Ultimately, the Program aims to improve the social and economic status of women living in in Son La and Lao Cai and provide opportunities to engage in increasingly value-added agriculture and tourism activities.

CowaterSogema is recruiting 02 Administration & Logistics Support Officers to support our activities in our provincial program offices in Son La and Lao Cai.

Statement of Duty:

Reporting to the Provincial Coordinator, the Administration & Logistics Support Officer is responsible to providing high level administrative and logistical services to the Aus4Equality project. This includes supporting the provincial team and the Project Management Unit (PMU) across an array of duties in accordance with the procedures and guidelines laid out in the Aus4Equality Program Administration Manual, and Program Standard Operating Procedures (SOPs).

Specific Duties:

Administration:

• In charge of general correspondence, mail registration and filing (electronic and hard copy protocols).
• Maintain an adequate inventory of office supplies and asset, stationery for office and meetings;
• Ensure maintenance of equipment such as computers, photocopiers and etc.;
• Procurement of consumables, stationary and etc.;
• Keep an updated record of staff travel, leave and timesheet.
• Schedule and coordinate vehicles and drivers, including driver booking schedules.
• Manage petty cash in line with financial procedures;

Coordination

• Assist the Provincial Coordinator and/or Hanoi Office staff to liaise with PMUs and any other project stakeholders in all matters related to logistical arrangements for meetings, workshops;
• Assist in identification of meeting/workshop venues, confirmation of participation, attendance register, payment of perdiem/accommodation/travel expenses associated to the meetings/workshops;
• Provide interpretation for meetings/workshops and translation of letters, correspondences, document, reports.
• Perform other related duties as required.

Required Qualifications:

• Able to communicate fluently and effectively in Vietnamese and English (oral and written).
• Advanced Microsoft Word Skills (formatting – section breaks, table of contents, inserting PDF’s, etc.).
• Able to use other Microsoft Office applications.
• Advanced filing skills (both Electronic File Management and Hardcopy filing protocols).
• At least 5-year experience in a similar role.

Skills & abilities:

• Able to travel within provincial project areas and to Hanoi when required.
• Able to manage multiple demands and prioritise tasks, work easily and cooperatively with diverse stakeholders, and support other team members.
• Must be flexible, willing to perform other duties and work irregular hours when required.
• Excellent interpersonal skills, including patience, diplomacy, willingness to listen and show respect for colleagues.
• Experience maintaining relationships with stakeholders at all levels (government, international and local NGOs, and at community level).
• Able to create a supportive working relationship among all Aus4Equality partners.
• Able to work individually and as part of a team and show initiative when required.
• Demonstrated knowledge and understanding of minority groups in Vietnam and gender-related issues.

Interested candidates are invited to send application to [email protected]. Please indicate the Job title in the subject line.

Application should include:

• A cover letter including a response to each of the selection criteria
• A detailed Curriculum Vitae
• Contact details of 03 referees

Deadline of submission: 5pm, 31 December 2018

People and women of ethnic minorities are encouraged to apply