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Key Responsibilities and Task Allocation
Joint ILRI-IEHSD Project and Field Operational Support (30%)
- Coordinate administrative, travel, and material logistics for research teams and field activities at designated One Health field sites in Lao Cai, and Thai Nguyen provinces.
- Organize joint workshops, meetings, and training sessions involving local government departments (Agriculture, Health, Environment) at national, provincial, and commune levels.
- Provide logistical and secretarial support for communications and events with key institutional networks.
- Maintain organized physical and digital archives of joint project activities, technical reports, field reports, and official correspondence.
ILRI Specific Operations Support (25%)
- Assist ILRI scientists and research officers in preparing Travel Authorizations (TA) and Travel Expense Reports (TER) in ILRI’s Online Computerized System (OCS).
- Coordinate international travel, visa applications, airport transfers, and hotel accommodations for visiting ILRI/CGIAR scientists and regional partners.
- Support the ILRI Regional Operations Manager with administrative documentation for new project approvals and regional partnership activities.
IEHSD Institutional, Financial & Compliance Support (25%)
- Assist the IEHSD Admin & Finance Manager with local government approval procedures for new projects, office certification renewals, and workshop/conference permits required by Vietnamese authorities.
- Manage local office petty cash funds and prepare accurate monthly expenditure reports following IEHSD and ILRI financial guidelines.
- Assist in local procurement processes by obtaining vendor quotations, preparing purchase requisitions, and tracking vendor contracts in accordance with partner guidelines.
General Office Administration & Communications (20%)
- Manage front office reception, welcome visitors, and handle official incoming/outgoing communications.
- Provide translation of administrative documents, progress reports, and official letters between English and Vietnamese, providing oral interpretation during meetings when requested.
- Maintain and regularly update the office asset and inventory records; oversee office space management, IT meeting setups, and basic facility maintenance.
- Assist in scheduling interview panels and managing logistics for new project recruitment processes.
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