Administrative Officer

**World Agroforestry Centre - Vietnam Office**

**Recruitment of Administrative Officer (Re-post)**

**About our organization**

The World Agroforestry Centre (also known as the International Centre for Research in Agroforestry or ICRAF) is anindependent research institution which generates science-based knowledge about the complex role which trees play inagricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on povertyand environmental problems, researchers - working in close collaboration with partners - are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.

The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 34 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.

**The Position**

ICRAF Viet Nam country office is seeking for the dynamic motivated Administrative Officer (AO) to replace the vacant at country office based in Hanoi. The admin officer is set up to assist the office manager and admin team to ensure corporate services provided to office operation and projects' implementation of country program. Under supervision of office manager, the admin officer is expected to perform the following tasks and responsibilities:
**Main**R**esponsibilities**

**_ Task 1: Office administration_**
- Manage and supervise intern and supportive staff to ensure effective and efficient functioning of the administration unit, including assisting the managers and researchers or their designate in their administrative needs;
- Manage and follow up procurement at office supplies as well as contract arrangement and supervision with the suppliers;
- Contribute to organization policy making and improvement of procedures and workflows
- Ensures compliance, manages and mitigates risks in field of working
- Supervise the cook/cleaner and driver to make sure services delivered with high quality
- Handle all logístical arrangements of national workshops, meetings, field trips and visits of ICRAF scientists and those of hosted organizations.
- Complete the customs procedures and requirement for goods/equipment import-export based on country needs.
- Assist in photocopying or printing documents, voucher for office;
- Carry out translation service in English to Vietnamese and vice-verse if assigned;
- Ensuring systematic filing/documentation of office and keeping store update;
- Arrange and keep office in order including library and small inventories;
**_Task 2: Travel arrangement and Working permits_**
- ü Visa arrangements and extension of IRS and their dependents
- Assist IRS on matters related to ‘settling’ in Vietnam
- Contact with local authorities to comply travel request and permissions for project staff and office.
- Coordinate and monitor the travel request and assign the office vehicle accordingly to meet the travel needs of different projects.
- Booking official travel missions including hotel, car and/or aircraft

**_Task 3: Financial Assistance and petty cash bookkeeping_**
- Handle Travel Authorization and Travel Expense Report of project staff
- Follow-up cash advance and its clearance;
- Manage daily office payments by petty cash and recording expensive and filling the admin. monthly petty-cash report
- Responsible for and ensure cashbox security and accurate book-keeping of petty cash
- Assist in photocopying or filing accounting documents and vouchers;
- Ensure that databases of asset information are in place including inventory and asset-tagging;
- Contact/paper drop to/with Bank as requested

**_Task 4. Assist HR and others_**
- Responsible for updating and recording attendance, leave records, etc.;
- Assist staff recruitment: announcement, screening, filing and updating applicants database; contacting and arranging interviews;
- Assist in following up pension program and health insurance for staff, Personal Income Tax (PIT); social insurance reports with local authorities as regulated by Vietnam Government;
- Update and maintain HR monthly report to submit SEA HRU;
- Update and maintain labor contracts data and HR reports to submit Dipserco and Trade Union. These include the calculate and reconcile the trade union contribution and reimbursement to ensure staff benefit and office's compliance.
- Others as assigned by country coordinator or office manager

**Qualifications and Skills Required**

**_ Minimum Academic and Professional Qualifications:_***
- Bachelor degree in finance, accounting, business administration or related discipline
- Professional qualification in areas of administration, HR, and office operations.

**_Minimum Work Experience:_**_ _
- 5 years in administration, finance or related fields with non-government organizations, with sound knowledge of local administrative regulations and laws, local opera