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Assistant Ii

3 months ago

Hanoi, Vietnam CIAT Full time

**The Organization**

The Alliance of Bioversity International and CIAT delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.

**About the position**

Located at Hanoi hub, under the direct supervision of the Senior Associate, the incumbent will provide efficient and effective procurement and administrative support to the office.

**Key duties & responsibilities**
- Support in domestic and international travel arrangements (hotel booking, transportation arrangement, ticketing etc) for non-research staff and visitors in/out of Vietnam;
- Assist in verification of monthly travel consolidated reports provided by authorized travel agents and ensure accuracy and completeness;
- Support in sourcing potential vendors, obtain quotations for products and services;
- Support in creating products and suppliers ID in OCS system;
- Assist in obtaining key contracting information, drafting commercial contracts and Professional Services Agreement (PSA) for review;
- Receive purchase order delivery and collect the supporting documents from suppliers/vendors for project requests;
- Assist in raising purchase requisition and follow up on orders to ensure on time delivery;
- Ensure the procurement process is in compliance with Alliance’s Procurement Policies and procedures;
- Back-up to receive purchase order delivery and collect the supporting documents from suppliers/vendors for Vietnam office supplies and services;
- Support in maintaining the list of assets and inventories for Vietnam operations;
- Assist in drafting letter to AGI for permission vehicle parking/entry and onboard staff picture at the main lobby;
- Assist logistic arrangements for internal events;
- Support the proper filing, effective archiving, upkeep of documentation through photocopy, scan and filing documents;
- Other tasks as assigned by the supervisor.

**Required qualifications and experience**
- Technology career or equivalent in business or public administration, logistics, accounting, international relations or related discipline with a minimum of 1 year of relevant experience, preferably in an NGO or international working environment;
- Good computer skills, especially with Word, Excel, PowerPoint, Windows, and in internet-based communications;
- Advanced command of the English language, both written and spoken;
- Strong interpersonal, communications and teamwork skills; courtesy, tact and ability to establish and maintain effective working relationships with people of different cultural and national backgrounds;
- Well-developed skills in personal organization, priority setting, problem solving, accuracy, high attention to details;
- Ability to work with significant independence within assigned areas;
- Dynamic and self-motivated character, willingness to up skill as required by the tasks to be performed.

**Terms of employment**

This position is graded at **_BG5_** level, with a minimum basic salary of **_VND 17,490,758_** in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to monthly allowances, insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.

**Applications**

**Applications closing date: 17th May 2024**

We invite you to learn more about us at:

- Job Details

**Organisation Name**:

- CIAT**Location**:

- Hanoi**Application Deadline**:

- Fri, 2024-05-17