Admin, Finance, HR

IUCN is an international organization and manages its staff in a professional manner to international standards. The purpose of this position is to provide IUCN Vietnam with the administrative support to ensure its effective operation.

The position’s responsibilities include, but are not limited to:

PROCUREMENT
• 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.

FIXED ASSETS
• 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

OFFICE EXPENSES
• 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.

ADMINISTRATIVE FUNCTIONS

• Supervise and facilitate the performance of the Administrative Unit ensuring smooth operation of the IUCN Viet Nam’s Country Office.
• Supervise and monitor all contracts (travel insurances, office and house insurance, office and house lease contracts);
• Assist the Head IBG on all procedures related to renewal of office rental contract;
• Coordinate building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (lock system; painting, etc.)
• Supervise the use of office supplies’ efficiency of use
• Manage IUCN Viet Nam Country Office’s equipment, computers, LAN, server and email systems ensuring office smooth operation;
• Prepare letters and correspondences to and respond to agencies, in English and Vietnamese whenever required;
• Liaise with government organizations on administrative matters whenever required;
• Organize and supervise the maintenance of working stations and office space (library, meeting hall, public area, storeroom, among others)
• Provide administrative assistance to projects/programmes whenever required;
• Supervise the overall logistics arrangement for workshops, seminars, conferences and meetings including budget estimation, coordinating with partners to ensure meetings and workshops are well organized)
• Coordinate day-to-day administration work as well as provide support for office supplies, equipment and maintenance.
• Coordinate with project staff in arranging official work permissions for expatriate staff to go to project sites.
• Be responsible for the arrangement of visas for guest, consultants and experts coming to Vietnam as well as IUCN Vietnam staff members; overseas travels.

OTHER DUTIES:
• Provide support in drafting agreements/consultancy contracts.
• Undertake any other tasks as may be assigned by, and mutually agreed with the line manager