Administrative and Finance Assistant (NPSA 5)

Result of Service

The goal of this job function is to assist in coordinating project activities and budgets and support administrative tasks.

Work Location

Hanoi, Viet Nam

Expected duration

Six (6) months, with possible extension

Duties and Responsibilities

BACKGROUND: The International Trade Centre (ITC) is the joint agency of the World Trade Organization (WTO) and the United Nations (UN). It is the only multilateral organization fully dedicated to supporting the internationalization and competitiveness of micro, small, and medium-sized enterprises (MSMEs). ITC’s mission is to foster inclusive and sustainable economic growth through trade and international business development. Through its projects and programmes, ITC contributes to the achievement of the United Nations Sustainable Development Goals (SDGs) and advances the global Aid for Trade agenda. ITC is headquartered in Geneva, Switzerland (www.intracen.org). ITC is seeking an Administrative and Finance Assistant for the SwissTrade+ Programme, implemented by ITC and funded by the Government of Switzerland through the State Secretariat for Economic Affairs (SECO). The overall objective of this five-year programme is to support Viet Nam in making its exports more sustainable, resilient, and higher in value-added. To achieve this, the programme focuses on the following key Outcomes: • Outcome 1: Development, adjustment and implementation of trade policies is more coordinated and effective. • Outcome 2: Trade expertise and policymaking capacity of mid-level and senior-level government officials and trade experts is enhanced. • Outcome 3: Service delivery of Vietnamese public and private institutions to companies in the area of trade is enhanced Collectively, these interventions aim to enable Vietnamese SMEs to better leverage free trade agreements (FTAs), comply with social and environmental standards, and integrate more effectively into regional and global value chains. The programme is managed by ITC’s Office for Asia and the Pacific (OAP), with the Ministry of Industry and Trade (MOIT) serving as the main national counterpart. The position is based in the project office in Hanoi, Viet Nam. RESPONSIBILITIES: Under the overall guidance of the Project Manager of OAP, based in Geneva, Switzerland, and the direct supervision of the Team Leader, the Administrative and Finance Assistant will be responsible for performing the following duties: • Assists in the coordination of project planning and preparation work for, typically, a medium-size and complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval. • Compiles, summarizes, and presents basic information/data on specific project and related topics or issues. • Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. • Serves as focal point for administrative coordination of project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management. • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. • Performs other duties as assigned. Copyright : The personnel has to ensure that s/he has obtained the necessary permissions with regard to intellectual property rights required to perform his/her services under this consultancy contract and for the subsequent dissemination by ITC in any form. Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the Consultant shall request the prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required.

Qualifications/special skills

EDUCATION: High school diploma or equivalent. Specialized trainings in project administration, event organization or budget management are desirable EXPERIENCE: Minimum of 5 years of experience in development programme or project administration, technical cooperation or related area. Experience working in Viet Nam. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with UN, SECO and/or other development agencies is desirable. COMPETENCIES: • Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Languages

Fluency in English and Vietnamese is required.

Additional Information

This vacancy is open for nationals of Viet Nam. This contract will be administered on behalf of ITC by UNDP. Applicants must be authorized to work in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.