Terms of Reference

Position Title:

Temporary Administration Officer (maternity leave cover)

Location:

Lao Cai

Period of Assignment:

October 2021 – December 2021

Reporting To:

Provincial Coordinator (PC)

Background:

The GREAT Program is a flagship initiative of the Australian aid program in Vietnam – it commenced in November 2017 and will run for five years (2017 to 2021). The Program seeks to promote women’s economic empowerment (WEE) in the ethnically diverse north-west region of Vietnam. The primary beneficiaries are women living in the provinces of Son La and Lao Cai, while an overarching emphasis is placed on the inclusion of women from ethnic minority communities as these provinces are home to twelve and twenty-six ethnic groups respectively.

The Program is implemented by Cowater International Inc. in cooperation with Son La and Lao Cai Provincial People’s Committees (PPCs). The objectives of the Aus4Equality|GREAT Program are:

• Objective 1 – Empowering local women: Women living in local communities have increased capacity, space and choices to beneficially engage with agriculture and tourism businesses.
• Objective 2 – Inclusive businesses partnerships: Selected private sector actors within the agriculture and tourism sectors innovate to profitably and sustainably trade with more women entrepreneurs and operate in gender sensitive ways.
• Objective 3 – Improving sector governance and policy: Government agencies reinforce policies, and enact plans, regulations and services that enable more inclusive socio-economic development..

Cowater is recruiting a Temporary Administration Officer to support activities in our provincial program office in Lao Cai.. 

Statement of Duty:

Reporting to the Provincial Coordinator, the temporary Administration Officer is responsible to providing high level administrative services to the Aus4Equality Project. This includes supporting the provincial team and the Project Management Unit (PMU) across an array of duties in accordance with the procedures and guidelines laid out in the Aus4Equality Program Administration Manual, and Program Standard Operating Procedures (SOPs).

Specific Duties:

Administration:

• In charge of general correspondence, mail registration and filing (electronic and hard copy protocols).
• Maintain an adequate inventory of office supplies and asset, stationery for office and meetings;
• Ensure maintenance of equipment such as computers, photocopiers and etc.;
• Procurement of consumables, stationary and etc.;
• Keep an updated record of staff travel, leave and timesheet.
• Schedule and coordinate vehicles and drivers, including driver booking schedules.
• Manage petty cash in line with financial procedures;

Coordination

• Assist the Provincial Coordinator and/or Hanoi Office staff to liaise with PMUs and any other project stakeholders in all matters related to logistical arrangements for meetings and workshops;
• Assist in identification of meeting/workshop venues, confirmation of participation, attendance register, payment of per diem/accommodation/ travel expenses associated to the meetings/workshops;
• Provide interpretation for meetings/workshops and translation of letters, correspondences, document, reports.
• Review supplier contracts and contracts for terms and conditions.
• Perform other related duties as required.

Required Qualifications:

Required Qualifications:

• Bilingual (English and Vietnamese) at an advanced level;
• Advanced Microsoft Word Skills
• Advanced Filing Skills (both Electronic File Management and Hardcopy filing protocols);
• Minimum 1-2 years of experience in a similar role.

Skills/Abilities:

• Quality (accurate, precise, thorough, complete, attention to detail);
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
• Helpfulness / positive attitude / diplomacy;
• Organization (tidy and efficient workspace and electronic files);
• Multi-tasking (prioritizing and juggling various tasks effectively);
• Attendance / punctuality.