Overview
Assist in coordinating project activities and budgets and support administrative tasks for the SwissTrade+ Programme.
Key Responsibilities
- Assists in the coordination of project planning and preparation work.
- Monitors status of project proposals and receipt of relevant documentation.
- Compiles, summarizes, and presents basic information/data on specific project topics.
- Reviews project documents, especially cost plans/budgets, for completeness and compliance.
- Identifies inconsistencies in project documents.
- Distributes project documents to relevant parties upon approval.
- Reviews budget revisions.
- Verifies availability of funds.
- Ensures necessary approval and entry in computerized budget system.
- Serves as focal point for administrative coordination of project implementation activities.
- Initiates requests, obtains necessary clearances, processes and follows-up on administrative actions.
- Arranges travel, training/study tours.
- Authorizes payments and disbursement of funds.
- Procures equipment and services.
- Compiles, summarizes and enters data on project delivery.
- Drafts related status reports, identifying shortfalls in delivery, budget overruns.
- Drafts correspondence on budget-related issues.
- Prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
- Provides general office assistance.
- Responds to complex information requests and inquiries.
- Reviews, logs and routes incoming correspondence.
- Sets up and maintains files/records.
- Organizes meetings, workshops.
- Handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing.
- Performs other duties as assigned.
Required Experience
Minimum of 5 years of experience in development programme or project administration, technical cooperation or related area. Experience working in Viet Nam. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with UN, SECO and/or other development agencies is desirable.
Qualifications
High school diploma or equivalent. Specialized trainings in project administration, event organization or budget management are desirable.
