National Administrative and Logistics Assistant

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to more efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. The current CPF for the period of 2022 - 2025 has four priority areas\: (1) One Health (OH); (2) Climate change response, environment and natural resources management; (3) Food safety, sustainable production and consumption, and equitable livelihoods for all; and (4) Governance, Gender and PWDs.

Specifically, FAO Country Offices\:

(i) advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v) ensure risk-smart and accountable operations and management.
The position is located in the FAO Country Office in Hanoi, Viet Nam

Reporting Lines

The incumbent will work under the overall supervision of the FAO Representative in Viet Nam, direct supervision of the Senior Technical Coordinator of the FAO Emergency Center for Transboundary Animal Diseases (ECTAD) in Viet Nam, and operational supervision of the National Operations Coordinator with guidance from the FAO Viet Nam management.

Technical Focus

The incumbent will work closely with FAO ECTAD Viet Nam and key stakeholders to provide comprehensive administrative, logistical, procurement and HR support for the smooth functioning of office operations.

Tasks and responsibilities

1. Administrative and office management

• Receive, screen, maintain control of and route correspondence, reports, and other materials; maintain filing systems.
• Draft and translate correspondence, speeches, and documents as required.
• Participate in internal and external meetings, take notes, and act as an interpreter as required.
• Maintain a well-functioning office environment, overseeing cleanliness, minor repairs, and workspace organization.
• Monitor and replenish office supplies, assist with the purchase of office equipment and consumables to support daily operations.
• Manage inventory of goods, promotional items, ensuring proper storage and tracking.
• Ensure proper recording, maintenance, and safeguarding of office assets.
• Manage admin contracts related to office operations, such as cleaning services, utilities, printing, and rental agreements.
• Prepare payment requests related to duty travel, project procurement, and operational expenses.
• Maintain accurate records and documentation for all logistics, HR, and administrative activities.
• Ensure compliance with organizational policies, donor requirements, and legal regulations.

2. Travel and logistics coordination

• Assist international consultants and official missions for logistic arrangement for official meetings, de/briefings, workshops, etc., with internal and external counterparts; book meeting rooms and receive guests at FAO Viet Nam/ECTAD office.
• Assist travel arrangements for staff and non-staff travelers, including visa applications, transportation, and accommodation.
• Coordinate with stakeholders on administrative and logistic arrangements for workshops, training, meetings, and field missions, including invitation issuance, participant confirmation, travel, accommodations, and catering.
• Providing on-site logistical and administrative support for events organized.
• Coordinate and maintain quarterly travel and leave plans.

3. HR support

• Upon instructions, process requests for Consultants recruitment, prepare Personal Services Agreements (PSAs), National Project Personnel, and Casual Labor contracts; ensure all required documentation is collected and submitted for timely contract processing.
• Assist the hiring plan for national and international affiliate workforce, including publishing vacancy calls, facilitating selection processes, and managing the full contract cycle in the Global Resource Management System (GRMS).
• Maintain HR monitoring tools, ensuring up-to-date personnel and contract information, and provide updates to supervisors on a regular basis.
• Record and submit attendance records for international and national consultants.
• Act as the focal point for team-building activities, organizing and facilitating events to foster collaboration and morale.
• Coordinate regular staff engagement initiatives, including knowledge-sharing sessions and recreational activities.

4. Other duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Logistics, Human Resources, or a related field.
• At least 7 years of professional experience in administrative, HR, and logistics roles, preferably within government agencies, international organizations, or UN system.
• Working knowledge of English and Vietnamese.
• National of Viet Nam.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Strong organizational and multitasking skills with the ability to meet deadlines.
• Excellent communication and interpersonal skills, with the ability to work in multicultural teams.
• Problem-solving and negotiation skills.
• Attention to detail and accuracy.
• Proven experience in HR contract management, office maintenance, and event organization.
• Ability to establish and maintain working relationships with government counterparts and relevant stakeholders.
• Knowledge of FAO or UN procedures is an advantage
• Excellent command of English, especially for written correspondence

Selection Criteria

• Based on minimum requirements, FAO core competencies, and Technical/Functional skills

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT