Administrative Associate at IUCN, Hanoi, Viet Nam

Deadline: 2 September 2018

The International Union for Conservation of Nature (IUCN) is seeking applications from eligible applicants for the post of Administrative Associate in Hanoi, Viet Nam.

IUCN provides public, private and non-governmental organizations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Key Jobs Responsibilities

The Administrative Associate will perform the following functions:

  • Supervise, coordinate and facilitate all procurement activities in the IUCN Vietnam Country Office including its programmes and projects.
  • Coordinate with vendors/suppliers, with regard to purchases and procurement. Supervise the Administration Assistant in arranging for quotation from contractor/suppliers relating to purchase of equipment/supplies.
  • Ensure that all equipment/supplies are purchased according to IUCN procedures and ensure that all procurement must be done with a sequentially numbered Purchase Order Form.
  • Arrange for procurement of air travel tickets when required, ensuring that the travel requests are supported by the travel authorization and that every ticket issued must be filed with a sequential number.
  • Provide supervision and monitoring of Fixed Assets in the inventory system being maintained by IUCN Vietnam. Ensure that the inventory system follows the steps outlined in the ICS Implementation.
  • Ensure coverage of all IUCN Vietnam assets are under asset insurance in coordination with Head of Indo-Burma Group (IBG), Regional and Local Finance Unit.
  • Manage office fixed assets which include registration, relocation and disposal. Coordinate with Finance unit to check inventory at the end of year.
  • Ensure that all invoices from vendors/ suppliers are checked and charged to proper units or to staff personal account prior to sending to Finance Unit for making final payment.
  • Prepare the Payment Request Form and ensure charges are directed to the respective unit or to staff personal account prior to sending to Finance Unit for making the final payment.
  • Ensure that staff members are billed for private use of vehicle or any other services provided by the office.
  • Supervise the Administration Assistant in disbursing office expenses as well as petty cash in respect of advance payment for visa fee, postage fee, fuel and toll-way fee for IUCN vehicles and workshop and meeting related expenses.
  • Prepare monthly timesheets, which would be submitted to the IUCN Vietnam Finance Unit on a monthly basis.

Eligibility Criteria

Applicants must have:

  • Bachelor’s degree in Business or closely related field pertinent to work unit.
  • At least 5 years of directly related administrative experience.
  • Knowledge of office and administrative practices and principles.
  • Skill in both verbal and written communication.
  • Skill in problem solving and decision-making.

How to Apply

Applicants must submit their applications through online process.

For more information, please visit IUCN.