Office of UNDP seeking Administrative Assistant

The Office of United Nations Development Programme in Viet
Nam is seeking highly qualified national candidates for the
position of

Administrative Assistant (Travel/Shipment/Transportation), UNDP Ha Noi,
(GS-5 level).
VACANCY ANNOUNCEMENT

The Office of United Nations Development Programme in Viet
Nam is seeking highly qualified national candidates for the
position of

Administrative Assistant (Travel/Shipment/Transportation), UNDP Ha Noi,
(GS-5 level).

Main responsibilities:

- Makes all arrangements for shipment and customs clearance
of office and personal effects consignments for the office
and international personnel;

- Verifies and certifies invoices and relevant supporting
do*censored*ents of C & F agents, both air and surface freight;

- Keeps UNDP staff timely and fully informed of any changes
in SRV's import/export customs regulations;

- Manages all transportation arrangements including
supervision of UNDP driver pool, controlling the use of
UNDP vehicles as well as taxi vouchers, verifying daily logs
and office petrol consumption;

- Briefs international personnel on import/export insurance
formalities;

- Manages travel arrangements for UNDP staff, fellows as
well as related UN Agencies (upon requested by the Senior
Management) ; Airport arrangement for senior missions and
the UNDP Resident Representative;

- Conducts annual Daily Subsistence Allowance (DSA) surveys;

- Arranges hotel reservations and negotiates rates;

- Provides logistic support to workshops/seminars/missions.

Minimum qualifications:

- Vietnamese nationals with first University degree;

- Five years of progressively responsible clerical or
administrative work of which at least three years was
closely related to shipment, air travel practices and
procedures;

- Working experience in an international organization is an
advantage;

- Knowledge of and experience in dealing with Government
Ministries;

- Fluent in spoken and written English and Vietnamese, good
drafting skills;

- Good computer skills, especially in common office software
programmes;

- Problem solving abilities;

- Personality: must be dynamic, people-oriented, initiative
focussed with a high quality fast service philosophy and a
strong team work spirit.

Duration of post:

The post is available initially for a period of 2 years.
However, the selected candidate is granted initially 3
months fixed-term appointment, further extension is possible
subject to medical clearance by UN Medical Director in New
York and satisfactory performance.

APPLICATION PROCEDURES: Interested persons should submit a
letter of interest in English, a completed UN Personal
History Form, copies of university degree and other
certificates if available to Personnel Section, UNDP Office,
25-29 Phan Boi Chau Street, Hanoi. DEADLINE TO APPLY: 4
P.M. Friday, 26 July 2002

In the letter of interest, applicants should state how their
education and/or work experience relate to the
qualifications listed for the position. A UN Personal
History Form can be obtained from the Reception Desk, UNDP
Ha Noi between the hours of 8.00 A.M. - 5 P.M., Monday
through Friday.

Applications from Female candidates are particularly
encouraged and welcomed.

SELECTION PROCESS: After an initial screening of
applications, the short-listed applicants will be invited
for an English test. After the English test, the best
qualified applicants will be invited for an interview. Only
short-listed candidates will be contacted.

All job vacancies including advertisement, detailed job
description, UN Personal History Form and general
information on UNDP may be accessed on the Internet Web Site
of UNDP Viet Nam: www.undp.org.vn.

-------------------------------------

JOB DESCRIPTION

Title: Administrative Assistant
(Travel/Shipment/Transportation)

Unit: Service Centre, UNDP Ha Noi

SUMMARY OF PRINCIPAL FUNCTIONS:

In the framework of the Service Centre and under the direct
supervision of the Service Centre Manager, the in*censored*bent of
the post is required to (a) arrange and organize
transportation and travel for all staff members and
visitors/missions, (b) handle all the matters relating to
customs clearance for UN staff members' personal effects and
for the office supplies.

1. Manages all transportation arrangements. This implies:

- Supervises UNDP driver pool including arranging the daily
working schedules, overtime and weekend roster for drivers;
certifying overtime claims; clearing the requests for annual
leave; reviewing/assessing their performances;

- Controls the use of UNDP vehicles as well as taxi
vouchers; verifies vehicle daily logs and office petrol
consumption; verifies the payment for the petrol
consumption, insurance for vehicles, taxi use of the office
and any other transport-related cost;

- Renews contracts with petrol, insurance, taxi and
car-rental companies;

- Ensures the proper application of UNDP rules and
regulations on the management of vehicles; Informs UNDP
staff members about transport issues;

- Alerts senior management to deviations in performance,
fuel consumption and repairs as necessary;

- Provides airport arrangement for senior missions and the
UNDP Resident Representative; newly-assigned and departing
staff members.

2. Manages travel arrangements for UNDP staff, fellows as
well as related UN agencies. This implies:

- Arranges travels for UNDP staff members, fellows as well
as related Agencies (upon requested by the Senior
Management) including obtaining airfare quotations from
airlines; adjusting itinerary according to requests or
changes; raising Travel Authorization; having air/train
tickets issued and arranging the payment;

- Keeps track on the preferences as well as refund from
airlines; provides staff; members information/instructions
on travelling matters;

- Renews the corporate contracts/offers with airlines;

- Verifies the payment to airlines as well as refunded
discount from airlines;

- Oversees the operation of ticket terminal;

- Informs UNDP staff members about the changes of airlines;

- Provides Briefing Kit to visitors/missions.

3. Arranges hotel reservations and negotiate rates. This
implies:

- Makes hotel reservations for official travels of staff
and/or missions;

- Negotiates with hotels on special rate and upgrades for
UNDP guests/missions;

- Renews contracts/agreements with hotels;

- Informs UNDP staff members of new hotel arrangements
and/or good offers from hotels;

- Conducts annual Daily Subsistence Allowance (DSA) surveys.

4. Manages incoming as well as outgoing shipment. This
implies:

- Arranges incoming/outgoing shipments for the office as
well as the personal effects of staff members;

- Updates office/staff members of the customs/shipping
regulations;

- Maintains good relationship with the custom office;

5. Performs other duties required by the supervisor
according to the Service Centre's and office needs.

Minimum qualifications:

- Vietnamese nationals with first University degree;

- Five years of progressively responsible clerical or
administrative work of which at least three years was
closely related to shipment and protocol practices and
procedures;

- Working experience in an international organization is an
advantage;

- Knowledge of and experience in dealing with Government
Ministries;

- Fluent in spoken and written English and Vietnamese, good
drafting skills;

- Good computer skills, especially in common office software
programmes;

- Problem solving abilities;

- Personality: must be dynamic, people-oriented, initiative
focussed with a high quality fast service philosophy and a
strong team work spirit.