Project Assistant (Finance/Accounting & Admin)

MÔ TẢ CÔNG VIỆC:

The Project Assistant (PA) will support project and programme implementation through a broad range of administrative, financial, and logistical tasks. Responsibilities are as follows:

1. Contribute to the organization of the project’s events/Workshops, travel arrangement 

• Provide support to organize virtually/in-person training, workshops, meetings...(i.e.: send invitation, liaison with participants, photocopy of related materials, minute note-taker for trainings, workshop, meetings)
• Support for logistic arrangement for meeting participant’s visits, field travel/visit following UNDP’s policy (i.e.: contact meeting participants, sending invitation, ticket booking, hotel reservation, guest registration, visa support …)
• Support to collect required documents for pre and post travel (vendor form, bank proof, ID card, boarding pass, receipt…)
• Provide interpretation for non-Vietnamese UNDP staff and international consultant at informal meetings and events
• Provide support in coordinating and arrange for Unit’s events

2. Provide administrative, financial, and coordination support for project operations

• Draft and dispatch official correspondence; ensure proper documentation and filing of project-related materials.
• Coordinate with the Procurement team to support effective procurement and contract processes, including:
  • Preparing procurement/event requests and initial review to ensure alignment with cost norms;
  • Supporting quotation collection and comparison for micro-purchase cases as needed;
  • Monitoring contract timelines and payment terms, and providing timely alerts for follow-up actions.
• Support financial processes, including:
  • Conducting preliminary checks on the completeness and consistency of financial documents (e.g. receipts, invoices, payment requests);
  • Assisting in the preparation of Certification of Payment (COP) or Non-PO payment requests, ensuring deliverables are documented and aligned with contract terms.
• Provide translation support (Vietnamese–English and vice versa) for project-related documentation.

3. Provide effective support to management and implementation of the small-scale CO projects 

• Tracking and controlling program/project expenditures/disbursement rate against commitments to ensure the conformity with approved annual workplans and Budget, determining gaps between budgets and expenditures, committed and actual allocated funds to advise programme officers for taking actions; supporting operation and financial closure of a project in system
• Support programme officers in periodic review of project work plans and advise programme officers and Implementing partners on the progress and work-plan’s conformity to agreed results and outputs for finalization.
• Quarterly reviews of Nationally implementation (NIM) Project Advance and Financial Reports (FACE) forms with the approved annual workplan and quarterly work plan and corresponding Activities and Expenditure accounts.
• Taking timely corrective actions and unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers.
• Supporting timely operational and financial closure of project, determination of unutilized funds and processing operational/financial closure of projects in system;
• Support the direct implementation of small-scale projects, including recruitment of international and national consultants, organizing technical workshops, training activities, consultations, travel arrangements and procurement of goods and services.

4. Other relevant work 

• Support to timely monitoring and actions towards satisfactory scorecard performance for the office. 
• Contact and liaise with counterparts for meetings, workshops, partnership development, etc.
• Support in organization and facilitation of Unit events and activities; 
• Support documentation and dissemination of lessons learnt 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the project and the Organization.

5. Institutional Arrangement

The Project Assistant (PA) provides support for the effective implementation of programmes and projects under the Climate Change and Environment Unit (CEEU). Under the overall guidance of the Assistant Resident Representative (ARR)/Head of the CCEU, the PA will report directly to the assigned Programme Associate and work closely with other Programme Associates within the unit. The PA will also collaborate with Programme Analysts/Officers (POs) responsible for specific initiatives.

The PA plays a key role in supporting the financial and administrative management of assigned projects, in coordination with the responsible Programme Associate. This includes assistance with budgeting, financial reporting, travel arrangements, and maintenance of project records and documentation. The PA will engage regularly with UNDP programme and operations staff, relevant government counterparts, project teams, and colleagues across the UNDP Country Office, HQ, Regional Hubs, and development partners to ensure smooth and timely implementation of activities.

YÊU CẦU NĂNG LỰC:

Core:

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, deliver quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in the face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies 

YÊU CẦU KỸ NĂNG & KINH NGHIỆM:

- Secondary education is required.

- A university degree in accounting, business or public administration, economics, social sciences, or related fields will be given due consideration, but it is not a requirement

2. Min. years of relevant work

A minimum of four (4) years (with secondary education), or one (1) years (with Bachelors’ degree) of relevant experience in progressively responsible finance and administrative or programme/project implementation support experience is required.

3. Required skills

Strong computer literacy and proficiency in basic Office applications (Word, PowerPoint, Excel, Outlook, etc.)

4. Desired skills in addition to the competencies covered in the Competencies section

Experience in usage of Excel and accounting spreadsheets/ software/systems/ handling of web-based management systems;

• Demonstrated working experience in organizing events including successful delivery of at least 1 high-level political event.
• Demonstrated ability to work effectively with diverse stakeholders, including international organizations, government agencies, and civil society partners

• Experience in budget planning, financial management and reporting, and procurement

• Knowledge of UNDP programme practices and experience working with UN administration
• Having ability in designing with Canva or illustrating by Procreate/Ai to support events
• Good knowledge and understanding of climate change, environmental protection, and related topics; relevant knowledge and/or experience in Viet Nam or the ASEAN region

5. Required Language(s)

Good command of English and Vietnamese is required.

Good in translation and interpretation (ENG-VIE and vice versa)

CÁCH THỨC ỨNG TUYỂN:

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Public Health Intern

The Public Health Intern will work under the direct supervision of the Health Governance Specialist at UNDP Viet Nam. The intern will provide support in research, administrative coordination, and the overall management of the health governance portfolio team’s day-to-day operations. Key responsibilities include:

1. Research and Analysis

• Conduct research on public health topics, including medical product regulation and procurement, clinical governance, AI in health, health system digital transformation, health system anti-corruption, and other relevant topics. 
• Analyse data, and draft reports, policy briefs and technical summaries to support the health governance team’s initiatives and decision-making.
• Support the identification of international best practices relevant to project activities. 
• Assist in preparing background materials for meetings, workshops, and other events.

2. Support in Strategic Communications

• Draft and prepare talking points, briefing notes, and presentations to support internal and external engagement. 
• Assist in preparing speeches and written inputs for high-level events, meetings, and workshops.
• Support the development of communication materials related to health governance initiatives.
• Contribute to the preparation of meeting summaries, donor briefs, and advocacy materials related to the portfolio. 

3. Meeting Coordination and Documentation

• Attend and take detailed notes at internal and external meetings, ensuring accurate and timely preparation of minutes and follow-up action points.
• Help maintain document repositories and version control for project deliverables. 

4. Portfolio Operational and Team Support

• Assist in managing the day-to-day operations of the health governance portfolio team, ensuring smooth coordination of activities and adherence to deadlines.
• Support monitoring, evaluation and learning activities for the health governance portfolio team.
• Support reporting, audit and risk management activities of the health governance portfolio.
• Support resource mobilisation efforts for the health governance portfolio. 
• Support the Health Governance Specialist in task prioritisation, team coordination, and tracking progress of ongoing initiatives.
• Contribute to internal team processes, including document management, scheduling, and project coordination.

5. Other Responsibilities

• Provide support with any additional tasks that contribute to the effective functioning of the health governance portfolio and the delivery of its goals.
• Actively participate in knowledge-sharing and capacity-building activities within the portfolio team and across UNDP Viet Nam.
• Support the Health Governance Specialist in liaising with external partners, including government counterparts, development partners, civil society organizations, and other UN agencies. 

• Fluent English and Vietnamese, both written and verbal;
• Strong analytical and critical thinking skills, with attention to detail and accuracy.
• Familiarity with UNDP’s core principles, including a commitment to diversity, equity, and inclusion.
• Strong interpersonal skills, with ability to work independently and collaboratively in a multicultural team setting.
• Excellent organizational and time-management skills to meet deadlines.
• Excellent ability to use basic computer software (Word, PowerPoint, Excel) is required.
• Demonstrated understanding of and interest in public health is required.  

1. Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher);
2. Be enrolled in the final academic year of a first university degree programme (such as bachelor’s degree or equivalent);
3. Have recently graduated with a university degree (as defined in (a) and (b) above) and, if selected, must start the internship within one-year of graduation;
4. Be enrolled in a postgraduate professional traineeship program and undertake the internship as part of this program.

CÁCH THỨC ỨNG TUYỂN:

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