VUFO NGO Resource Centre
Assistant II - Procurement
The Organization
The Alliance of Bioversity International and CIAT delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.
The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.
About the position
Located at Hanoi hub, under the direct supervision of the Senior Associate, the incumbent will provide efficient and effective procurement and administrative support to the office.
Key duties & responsibilities
- Support in domestic and international travel arrangements (hotel booking, transportation arrangement, ticketing etc) for non-research staff and visitors in/out of Vietnam;
- Assist in verification of monthly travel consolidated reports provided by authorized travel agents and ensure accuracy and completeness;
- Support in sourcing potential vendors, obtain quotations for products and services;
- Support in creating products and suppliers ID in OCS system;
- Assist in obtaining key contracting information, drafting commercial contracts and Professional Services Agreement (PSA) for review;
- Receive purchase order delivery and collect the supporting documents from suppliers/vendors for project requests;
- Assist in raising purchase requisition and follow up on orders to ensure on time delivery;
- Ensure the procurement process is in compliance with Alliance’s Procurement Policies and procedures;
- Back-up to receive purchase order delivery and collect the supporting documents from suppliers/vendors for Vietnam office supplies and services;
- Assist in drafting the invitation letters and certificates of employment for visa applications (in/out of Vietnam);
- Support in maintaining the list of assets and inventories for Vietnam operations;
- Assist in drafting letter to AGI for permission vehicle parking/entry and onboard staff picture at the main lobby;
- Assist logistic arrangements for internal events;
- Support the proper filing, effective archiving, upkeep of documentation through photocopy, scan and filing documents;
- Other tasks as assigned by the supervisor.
Required qualifications and experience
- Technology career or equivalent in business or public administration, logistics, accounting, international relations or related discipline with a minimum of 1 year of relevant experience, preferably in an NGO or international working environment;
- Good computer skills, especially with Word, Excel, PowerPoint, Windows, and in internet-based communications;
- Advanced command of the English language, both written and spoken;
- Strong interpersonal, communications and teamwork skills; courtesy, tact and ability to establish and maintain effective working relationships with people of different cultural and national backgrounds;
- Well-developed skills in personal organization, priority setting, problem solving, accuracy, high attention to details;
- Ability to work with significant independence within assigned areas;
- Dynamic and self-motivated character, willingness to up skill as required by the tasks to be performed.
Terms of employment
This position is a national recruited position based in Hanoi, Vietnam. The initial contract will be for 1 year, subject to a probation period of 2 months, and is renewable depending on performance and availability of resources.
This position is graded at BG5 level, with a minimum basic salary of VND 17,490,758 in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to monthly allowances, insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.
The Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities. Female candidates are strongly encouraged to apply.
Applications
Applicants are invited to visit https://alliancebioversityciat.org/careers to get full details of the position and to submit their applications. Applications MUST include reference number 103647 – Assistant II - Procurement as the position applied for. Cover letter and CV should be saved as one document using the candidate’s last name, first name for ease of sorting (Cover letter should illustrate your motivation to apply and suitability for the above position against the listed qualifications and work responsibilities. Detailed curriculum vitae should include the names and email addresses of three professional referees who are knowledgeable about your skills and professional abilities). The Alliance collects and processes personal data in accordance with applicable data protection laws.
Applications closing date: 17th May 2024
Please note that email applications will not be considered.
Only short-listed candidates will be contacted.
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