IEHSD-ILRI Admin Assistant

The Institute of Environmental Health and Sustainable Development (IEHSD) seeks an Administrative Assistant to provide administrative, operational and logistical support for the One Health research activities and partnerships of IEHSD-International Livestock Research Institute (ILRI) Vietnam. See the detailed project description at: VIETNAM ONE HEALTH LAB - ILRI-IEHSD partnership in One Health research and operationalization

IEHSD is collaborating with ILRI on One Health research and operationalization activities. To meet the needs of an expanding portfolio of research activities and partnerships in Vietnam and the region, we seek to recruit an Administrative Assistant based in Hanoi, Vietnam. This position provides administrative, operational and logistical support for the One Health research activities and partnerships of IEHSD-ILRI in Vietnam. The incumbent will work directly under the supervision of the Regional Operations Manager, ILRI Asia and co-supervised by Admin and Finance Manager, IEHSD. The selected candidate will work under a dual-reporting mechanism to ensure seamless coordination across both ILRI and IEHSD institutional frameworks; and have the opportunity to gain valuable experience in a diversified working environment.

ILRI works to improve food and nutritional security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR Research Centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional or country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. www.ilri.org.

IEHSD is a Vietnamese NGO research institute dedicated to advancing science and technology. The institute envisions becoming a global leader in One Health excellence, focusing on the interconnected health of humans, animals, and the environment. Their interdisciplinary team provides expertise in: Research on environmental sanitation, food safety, waste management, and climate change; and capacity building on transformative training, policy advocacy, and community empowerment. https://iehsd.vn

1. Position Information

Job Title: IEHSD-ILRI Admin Assistant

Project Reference: ILRI-IEHSD Partnership in One Health Research and Operationalization

Period: Tentatively from 1 November 2026 to 31 December 2027

Report directly to: Regional Operations Manager, Vietnam and co-supervised by Admin and Finance Manager, IEHSD

Duty station: Hanoi, Vietnam (with field visits to project sites)

2. Key Responsibilities and Task Allocation

2.1. 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.

2.2. 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.

2.3. 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.

2.4. 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.

3. Job Requirements and Qualifications

• Bachelor’s degree in business administration, management, office administration, or other relevant field;
• Minimum of 2–3 years of administrative or operational experience; prior experience working with international organizations, or research NGOs in Vietnam is highly desirable;
• Excellent Vietnamese and English written and oral skills
• Client-oriented, strong interpersonal skills, and an ability to work flexibly in multicultural, multidisciplinary teams
• Proficiency in computer applications
• Careful, organized and flexible;
• Willingness to travel nationally and regionally
• Ability to work independently, maintain confidentiality, and adapt to changing priorities

4. Application Instructions

Interested candidates may apply by sending a CV and Letter of Interest no later than 31 October 2026 to ILRI-Asia@cgiar.org and to contact@iehsd.vn. Subject: Application for Administrative Assistant – [Candidate Name]. Only short-listed candidate will be contacted for interviews.