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Office Administration Officer

Vacancy #:   5112
Unit:   TRAFFIC Vietnam
Organization:   TRAFFIC International (TRAFFIC)
Location:   TRAFFIC Vietnam, Hanoi, Viet Nam
Reporting to:   Programme Office Director- Vietnam
Work percentage:   100%
Grade:   A3
Expected start date:   01 August 2019
Type of contract:   Fixed-term
Closing date:   14 July 2019
BACKGROUND
TRAFFIC is the leading non-governmental organization working globally on trade in wild animals and plants in the context of both biodiversity conservation and sustainable development.

TRAFFIC International is a charity and limited company registered in the UK. TRAFFIC’s head office, based in Cambridge UK, provides worldwide leadership, coordination, cross-regional and corporate functions. TRAFFIC’s local engagement is managed through programme offices operating under the auspices of the UK charity, with staff based in a hub office and at other strategic locations where necessary. Programme offices operate within a geographic area of responsibility focused on one or multiple countries where TRAFFIC aims to help deliver priority programme outcomes. TRAFFIC works in strategic alliance with IUCN and WWF on wildlife trade issues.
JOB DESCRIPTION
CHARACTERISTIC DUTIES

This position is responsible for ensuring support to the operational and project staff of the TRAFFIC Office in Viet Nam. The Office Administration Officer facilitates the smooth operations and project implementation for all staff in Viet Nam through providing support for organisation of meetings, logistic arrangements for all program and finance staff, and managing small projects as assigned by the senior team in Viet Nam. The Office Administration Officer will engage and supervise all contractors enabling the efficient and safe operations of the office.

SUMMARY OF SPECIFIC DUTIES:
Support for operations and projects:
• Provide support to Finance and Pay-roll Officer, Project Administration Officer, program staff and Country Director;
• Organise meetings and invite participants;
• Provide assistance with printing and production of project activity materials
• Book/make reservations for travel and accommodation for staff travel and visitors where required
• Provide support for expat staff working permits, visa and other requirements (opening bank accounts etc)
• Liaise with government counterparts for office licensing requirements
• Overview of all recurrent expenditure related to operations (i.e. rent, water, internet etc).
• Engage and supervise all contractors related to operational performance of the office (i.e. IT support etc).
• Organise workspaces, computers, and induction for all new staff
• Supervise volunteers/interns in the office
• Ensure the office is a tidy and safe workplace for all staff at all times
• Keeper of Office’s Petty Cash
• All other duties as required by the Country Director and Senior Programme Staff
REQUIREMENTS
  • • Experience in a support role
• Sound knowledge of MS Office software use, especially Excel and Access
• Excellent interpersonal skills and have strong organisational ability
• A good team player but also willing to work on own initiative
• Hold a keen interest in environmental issues
• Fluency in spoken and written English and Vietnamese required
• Eligible to live and work in Viet Nam
APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/


About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

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