Administrative Officer

Position Title: Administrative Officer
Position Description: Long-term position to do administration work for the TCAM, IUG and VSEP Project Management Unit
Reports to:  Project Coordinator
Main place of work: Ho Chi Minh City

BACKGROUND

VSEP is a Department of Foreign Affairs, Trade and Development Canada (DFATD Canada) – funded project to strengthen Vietnam’s Technical and Vocational Education and Training (TVET) sector to better serve the Vietnamese growing economy. The project’s goals are to strengthen Vietnamese capacity for TVET leadership and management at national and provincial levels and to strengthen the management of the TVET system in three provinces (Hau Giang, Vinh Long and Binh Thuan) as well as to improve the performance of one leading institution in each province namely Hau Giang Community College, Vinh Long Community College and Binh Thuan Community College.

The project supports the development of two Training Centres for Advanced Management (TCAMs), one in Ho Chi Minh City (in VNU) and one in Hanoi (in NIEM), which will serve as the focal point for the development and transformation of the TVET system based on market-driven, competency-based methodologies. The TCAMs will collect, document, disseminate and provide training in lessons learned and best practices to TVET leaders and managers at the national and provincial levels.

This TOR is for the Administrative Officer of the VSEP Project Management Unit/TCAM. Since the TCAM in Ho Chi Minh City, a centre of IUG, is in start-up mode, the administrative responsibilities for the PMU and for the TCAM/IUG have been combined into one position. 

RESPONSIBILITIES OF THE POSITION

The Administrative Officer is responsible for the day-to-day administrative duties and development of administrative system for the TCAM, IUG and VSEP Project Management Unit.  The duties include the following:

Administrative and Logistic Support:

• Assist TCAM Chief of Staff/PMU Coordinator in implementing activities including organizing events, workshops, training programs, seminars, study tours, etc.; and also in marketing, public relations maintenance and other general affairs;
• Analyze various logistic, boarding, lodging, secretarial and other ancillary requirements for various TCAM’s activities;
• Assist in the preparation of office operations budget and ensure adherence to it;
• Collect supporting documents for Project and TCAM expenditures related to implementation of activities;
• Closely coordinate with the Field Office in planning and implementing Project’s activities;
• Liaise with the Procurement Officer of the Field Office and PMU Coordinator for procurement of equipment for TCAM at VNU and NIEM.

Management of Documentation

• Develop and maintain functional electronic and filing systems;
• Assist with and /or coordinate the preparation, copying, binding, distribution and filing of documents and reports; 
• Ensure professional presentation of all outgoing documentation and correspondence;
• Support technical personnel in achieving their consultancies;
• Catalogue all knowledge products produced by TCAM.

Executive Assistant to TCAM Director

• Translation and interpretation as needed;
• Filing, office organization (hard and soft copies);
• Taking and distributing meeting minutes;
• Organize meetings as requested by TCAM’s Director;
• Organize transportation as needed.

PLACES OF WORK

The main place of work will be Ho Chi Minh City, Vietnam. Travels in Vietnam will be required.

QUALIFICATIONS AND EXPERIENCE

• Bachelor degree in Business Administration or similar;
• Minimum of 3 years’ experience in a complex office environment, preferably in a donor-supported project environment;
• Excellent IT skills and competence in Office suite of programs;
• Possess a level four (4) proficiency in reading, writing and oral English. The description associated with the language requirement can be found at the following website: http://www.international.gc.ca/ifait-iaeci/test_levels-niveaux.aspx?lang...

HOW TO APPLY

Closing date of the competition is Friday, October 9, 2015. To apply, please submit a cover letter and CV only to [email protected] . Other supporting documents are not required until the final round of interviews. Please include the position title in the subject line email following this format: Application - Name of position – Your full name. Only short-listed candidates will be contacted. No telephone inquiries please.

Job Details

Organization Name: TCAM
Location: Ho Chi Minh City
Application Deadline: Fri, 09 October, 2015