Operations Assistant

USAID Trade Facilitation Program

SCOPE OF WORK

Position:                                Operations Assistant

Period of Performance:          August 2022 – May 2023

Place of Performance:            Hanoi, Vietnam

Project Background:

The Trade Facilitation Program (TFP) aims to support Vietnam to adopt and implement a risk management approach to customs, which will facilitate the implementation of the World Trade Organization’s Trade Facilitation Agreement of which both Vietnam and the United States (U.S.) are members. The TFP will work with The General Department of Vietnam Customs (GDVC) to ensure simplification, harmonization, professionalization, and adoption and implementation of risk management customs approaches at the national and provincial levels to expedite cross-border trade and to enable Vietnam to implement WTO TFA commitments. The TFP will work with the GDVC, private sector and other Government of Vietnam (GVN) agencies to simplify policies and across GVN units, foster stronger linkages between national and provincial levels, and improve coordination and implementation at the provincial level.

Overview:

The Operations Assistant e will report to the Administrator. He/she will be responsible for providing administrative support to the Administrator, Finance & Operations Director, Chief of Party (COP) to ensure smooth operations of the Program office.

Responsibilities and Tasks

The Operations Assistant will be responsible for the following:

• Assist with the operational functions of the office;
• Support the Operations Director and Administrator with daily tasks;
• Manage ingoing and outgoing correspondence and visitor logs;
• Function as receptionist and direct phone calls and visitors to the proper personnel;
• Assist with the coordination of business meetings, conferences and events for office, staffs and counterparts;
• Assist with procurement, track the record of procurement;
• Assist with asset management and inventory tasks;
• Collect invoices from vendors and prepare supporting documents to submit to Finance team for payment;
• Update the contact list, STTA’s, COP’s calendar, contact with interpreters and track the record of translation/interpretation; Translate some simple office documents;
• Coordinate with Administrator to arrange staff events; contact with Trade Union; and
• Other tasks are directed by the Chief of Party, Operations Director and Administrator

Qualifications:

The Operations Assistant should have the following qualifications:

• University education in a relevant field (Bachelor of Business Administration, Economics, Finance and Accounting, English …) with an interest in international development projects;
• 3 years or above of administration management experience, ideally in the NGO sector; USAID funded projects;
• Good knowledge in finance management will be an asset;
• Fluent English in speaking and writing;
• Excellent communication skills;
• Demonstrated ability to adapt and be flexible;
• Possess good time management, analytical, interpersonal and organizational skills and work strategically and effectively in a team;
• Able to handle confidential information appropriately.
• Discretion, trustworthiness, team working, independent, deadline-oriented and proactive.

Reporting:

The Operations Assistant will report directly to the Operations Director

How to apply:

Interested candidates should send applications no later than August 5, 2022 to email [email protected].