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.

International Livestock Research Institute (ILRI) recruitment