research project admin coordinator

A. Introduction

The Smart Green Transformation Center (GREEN-X) is one of VinUniversity's Centers of Research Excellence, established to advance research, innovation, and knowledge transfer in green transition and sustainable development.

GREEN-X focuses on: carbon footprint monitoring and management, biodiversity conservation and smart marine aquaculture, smart waste management for the urban circular economy, green policy and governance, and the development of Vietnam's Innovation & Green Growth Index. Through research and partnerships, GREEN-X aims to contribute to Vietnam's Net Zero 2050 commitment and to strengthen the green research and innovation ecosystem in Vietnam and the region.

We are seeking a proactive and responsible Research Project Admin Coordinator to join our team and support the delivery of GREEN-X research projects.

B. Role Summary

The Project Admin Coordinator supports administrative, financial, and operational coordination for GREEN-X research and collaboration projects. The role works directly with the Principal Investigator (PI) and research teams to ensure activities are delivered on time, in compliance with internal procedures, and to a high standard.

C. Key Responsibilities

1) Budgeting & Financial Tracking

• Develop, consolidate, and monitor project budgets in line with VinUniversity policies.
• Prepare periodic financial reports, track expenditures, and propose adjustments as needed.

2) Contracts & Agreements

• Draft, review, and track contracts with vendors, research collaborators, and external partners.
• Coordinate with Finance, Procurement, and Legal to ensure compliant execution and acceptance.

3) Procurement & Payments

• Prepare purchase requests, obtain quotations, and liaise with suppliers.
• Track payment processes, acceptance, and handover of equipment/services to project teams.

4) Field Trip Logistics

• Plan and arrange transport, accommodation, permits, and support the coordination of personnel, documents, and equipment.

5) Workshops, Seminars, and Trainings

• Prepare agendas, invitations, logistics, and materials; coordinate event execution.
• Compile minutes, post-event reports, images, and communication assets.

6) Project Communications & Reporting

• Develop and implement project communication plans (articles, infographics, social media, newsletters).
• Coordinate with VinUniversity Communications to highlight project results and impact.

7) Administrative & Academic Support

• Draft official letters, invitations, meeting minutes, and routine progress reports.
• Prepare documents for conferences, workshops, research proposals, and international partners.

8) Records Management

• Digitize, organize, and maintain project records (contracts, receipts, datasets, photos, reports) for easy retrieval and audit readiness.

D. Qualifications

• Bachelor's degree or higher in Project Management, Economics, Business Administration, Office Administration, Environmental Studies, or a related field.
• At least 1 year of experience
  in project coordination/administration (preferably in research, education, NGOs, or international collaboration).
• Fluent English proficiency
  (listening, speaking, reading, writing), with the ability to communicate and draft professional documents in English.
• Proficiency with
  Microsoft Office
  ; familiarity with
  Canva
  and/or project management tools (e.g., Trello, Notion, Asana) is an advantage.
• Strong organizational, communication, and time-management skills; detail-oriented, proactive, and accountable.
• Ability to multitask in an international academic environment and work effectively with multiple stakeholders.

E. Benefits

• A dynamic, international working environment at VinUniversity.
• Opportunities to participate in national and international green transition projects with leading academic partners (e.g., NTU, UTS, Deakin, Duke-NUS).
• Access to workshops and professional development programs in Vietnam and abroad.
• Competitive compensation
  commensurate with qualifications and experience.

F. Application

Interested candidates are invited to submit a CV
and
Cover Letter
to:

Smart Green Transformation Center (GREEN-X)

Room I305, Building I, VinUniversity, Gia Lâm, Hà Nội

Email:

Email subject line:
[Applicant Full Name] – Application for Project Admin Coordinator

• Application Deadline:
  15 November 2025