UNDP /GEF Jobs: 1. Administrative Officer*censored*Interpreter, 2.Accountant, 3. Administrative Assistant
VACANCY ANNOUNCEMENTThe Project "Vietnam: Promoting Energy Conservation in Small
and Medium Scale Enterprise" (PECSME) is a joint effort of
UNDP/GEF and the Government of Viet Nam, aiming at
encouraging application of the energy efficient practices
among SMEs in Vietnam, and through that contributing to the
reduction of greenhouse gases (GHG) emission among the
sector. The Project will be implemented by the Ministry of
Science and Technology.
Three vacant positions for the period of 5 working years,
starting in December 2005 and based in Ha Noi, under the
above project are open for Vietnamese nationals.
- 01 Administrative Officer*censored*Interpreter
- 01 Accountant
- 01 Administrative Assistant
Application procedures:
Vietnamese nationals who are interested in the above
positions should submit their detailed curriculum vitae
together with application letters in English, indicating
project title and post title, and copies of
degree/certificates if available to:
Mr. Pham Huu Giuc
Project Office
65 B To Hien Thanh Str., Ha Noi
Tel: (84.4) 978 3574; Fax: (84.4) 978 3573
Email: vie01g41.vn@undp.org
Applications must reach the above address no later than 4
p.m., 20 November 2005. Acknowledgements will only be sent
to short-listed applicants. Female candidates are encouraged
to apply.
JOB DESCRIPTION (7.7)
Post Title: Administrative Officer*censored*Interpreter
Duty Station: Hanoi with national travel as required
Duration of Assignment: 1 year (full-time) with potential
extension, starting December 1, 2005
Project Tile: Vietnam: Promoting Energy Conservation in
Small and Medium Scale Enterprises (PECSME)
Implementing partner: Ministry of Science and Technology
Direct Supervisor: Project Manager
Duties and Responsibilities
The Administrative Officer shall be responsible in providing
administrative support to the operations of PMU, supervising
administrative staff and ensuring the smooth functioning of
administrative systems under the project. Specifically, the
Administrative Officer shall be responsible for the
following tasks:
1. Establishes the administrative system and procedures
consistent with UNDP’s national execution mode, in the form
of a Manual, for the guidance of project staff, consultants
and subcontractors;
2. Establishes a record of management system for the project
both in paper and electronic;
3. Maintains files of all personnel, consultants and
subcontractors actively engaged in the project;
4. Prepares and arranges travel plans and procurement plans
for the project;
5. Supervises the procurement of equipment, supplies and
sundries as may be needed in the project, in accordance with
UNDP guidelines;
6. Maintains an updated inventory of all supplies and
equipment and prepares guidelines for the proper use and
maintenance of office equipment and properties;
7. Supervises the overall administrative activities related
to project implementation;
8. Prepares annual and quarterly work plan of activities for
approval by PM;
9. Undertake necessary translation/interpretation tasks
assigned by the PM;
10. Assistance to the technical operations of PMU; and
11. Secretariat support to workshops, seminars and
trainings.
Qualification and Experience
- Bachelors Degree in public administration, business
management, social sciences, and economics, preferably with
Masters Degree in business management or any other relevant
field;
- Good command of both written and spoken English and at
least 3 years of working experience as a
interpreter/secretary or administrative officer;
- Strongly skilled in communication and diplomacy;
- Good organizational capacity;
- Good secretarial skills, knowledge in administrative
procedures of the Government and other foreign organizations
and at least 3 year experience related to project and
administrative support activities; and
- With satisfactory skills on the use of office software
packages such as MS Word, Excel and Power Point.
JOB DESCRIPTION (7.8)
Post Title: (National) Project Accountant
Duty Station: Hanoi with national travel as required
Duration of Assignment: 1 year (full-time) with potential
extension), starting December 1, 2005
Project Tile: Vietnam: Promoting Energy Conservation in
Small and Medium Scale Enterprises (PECSME)
Implementing partner: Ministry of Science and Technology
Direct Supervisor: Project Manager
Duties and Responsibilities
The Project accountant shall be responsible for the accurate
and appropriate recording of disbursements of Project funds;
maintaining the set of books required according to UNDP
accounting procedures, classifying and summarizing financial
transactions of the project and the generation of required
financial reports. He/She will also be responsible in
updating all other books of accounts such as subsidiary
ledgers and special registers. Specifically, he/she will be
responsible for the following tasks:
1. Installation and implementation of a GEF financial system
that records transactions that utilize GEF Funds in
accordance with UNDP’s existing guidelines on national
execution;
2. Orientation of staff on the use of the project’s
financial systems and procedures;
3. Proper recording of financial transactions and submit a
regular report on the project’s financial status;
4. Certifying correctness of journals, vouchers, bills,
statement of accounts, trial balance, budget estimates and
other financial statement and records;
5. Preparation of certification of the availability of funds
and/or allotment of expenses, vouchers and requisition for
supplies, materials, etc.;
6. Preparation of annual and quarterly budgets including the
necessary budget revisions based on the corresponding
line-item-budgets approved by MOST;
7. Establishment of a project account and ensure
appropriateness and proper record keeping of transactions;
8. Supervision of the preparation of payroll and general
voucher of salaries, and other documentary requirements for
disbursements;
9. Preparation of updated reports on disbursements made by
the project, and advise the Project Team on the overall
financial status of the project;
10. Preparation of a system of accounts those records all
the in-cash and in-kind contributions of co-financing
entities to the Project.
Qualification and Experience
- Bachelors Degree in accounting or financing, preferably
Masters Degree in the same or any other relevant field;
- At least 5 years experience as accountant, preferably with
UNDP/GEF project;
- Proven track record in project management such as in
meeting deadlines, timely submission of acceptable
deliverables, etc.;
- Excellent English communication skills, both written and
verbal;
- Knowledge of the Atlas or any systems similar to
PeopleSoft;
- With satisfactory skills on the use of office software
packages such as MS Word, Excel and Power Point; and
- Good interpersonal skills.
JOB DESCRIPTION (7.9)
Post Title: (National) Administrative Assistant
Duty Station: Hanoi with national travel as required
Duration of Assignment: 1 year (full-time) with potential
extension, starting December 1, 2005
Project Tile: Vietnam: Promoting Energy Conservation in
Small and Medium Scale Enterprises (PECSME)
Implementing partner: Ministry of Science and Technology
Direct Supervisor: Project Manager
Duties and Responsibilities
The Administrative Assistant shall be responsible for
providing administrative support to the operations of the
PMU to ensure the smooth functioning of administrative
systems under the Project. His/her specific responsibilities
are as follows:
1. Assists the Administrative Officer in establishing the
administrative systems and procedures consistent with UNDP’s
national execution mode, in the form of a Manual, for the
guidance of project staff, consultants and subcontractors;
2. Assists the Administrative Officer in carrying out
various administrative activities; reviews and controls
procurement processes;
3. Assists in developing and maintaining a records filing
and retrieval system, arranging visas for project staff and
international experts;
4. Maintains an active file of all personnel, consultants
and subcontractors under the project;
5. Prepares and consolidates the travel plan, and
procurement plan for the project;
6. Prepares procurement requirements of the project, in
accordance with UNDP guidelines;
7. Prepares and maintains an updated inventory of all
supplies and equipment;
8. Makes arrangements for the logistical requirements in
training, workshops, and other Project activities;
9. Act as back-up interpreter; and
10. Assists the project staff, consultants and other project
players in various administrative matters, whenever
necessary.
Qualification and Experience
- Bachelors Degree in business management or any relevant
field;
- At least two years experience as administrative staff in
any developmental project;
- Knowledgeable in modern office administration specifically
in management of office documents and papers;
- Knowledgeable in inventory control and procurement
procedures;
- With satisfactory skills on the use of office software
packages such as MS Word and MS Excel;
- Good interpersonal and communication skills; and
- Good English communication skills, both written and
verbal.
