Administrative Specialist

As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. We work in a variety of fields and support our cooperation partners in designing strategies and meeting their policy goals. GIZ Viet Nam is currently engaged in four priority areas: 1) Energy transition 2) Vocational training; 3) Economic development and private sector cooperation; 4) Environmental policy and sustainable natural resource use. Gender equality is one of the key values of our company and of the work we do. Fostering gender equality in our project operation and our internal equal opportunity provisions are two strategic pillars of our corporate identity and policy. For further information please visit our website: www.giz.de/viet-nam.

The Country Office provides steering and implementation support for the entire portfolio of GIZ in the country through ensuring framework conditions and standardized processes for an efficient and successful project implementation, as well as ensure compliance with GIZ regulations and local law. Furthermore, the GIZ Country Office maintains strategic relations with national counterparts, the German embassy, other German implementation organisations and international development partners; coordinates within the donor landscape and support positioning of GIZ themes. At the same time, the GIZ Country Office provides internal services for the projects, e.g., finance/admin support, procurement, logistics, HR, digital services and security and risk management to ensure smooth operations of projects.

The GIZ Country Office is looking for a qualified professional candidate to fill the following position:

Administrative Specialist

Duty station: Hanoi

Duration: Starting from 1^st October 2026 for two years

Main responsibilities and tasks:

Manages end-to-end online or physical application processes of the ODA expert certificates, entry visa or renewal (short- and long-term), temporary resident cards (TRC), work permit exemption (WPE) for all expatriate staff and their dependents
Establishes and adjust concrete actionable timelines for all statutory application procedures, aligning with project legal status, employment contract, and partner organization workflows
Liaises effectively and directly with partner organizations and authorities and maintain professional relationships with these diverse stakeholders during the processes
Monitors the update of Vietnamese regulations about ODA experts and foreign workforce management and provide proactive legal guidance to ensure all international experts remain fully compliant with host-country regulations
Maintains an accurate expatriate tracking database, monitoring expiration dates of ODA expert certificates, Visas, TRCs, and WPEs to initiate the process of renewals or new paper application
Delivers high-quality administrative support while upholding strict adherence to both GIZ operational rules and Vietnamese statutory requirements
Acts as deputy for other team members and team leader of General Admin and Logistics team in case of their absence
Performs other administrative tasks as assigned by the management team

Minimum requirements:

Education: Bachelor’s degree in business administration, Law, or a related field.
Professional Experience: minimum of 7 years of hands-on experience managing Visa, TRC, WP, and WPE procedures within international organizations, law firms, or immigration consultancies.
Regulatory Expertise: In-depth knowledge of Vietnamese regulations and immigration frameworks governing foreign workforces and ODA-related personnel.
Languages: Professional working proficiency in written and spoken English; knowledge of German is an asset.
Meticulous Organization: Exceptional attention to detail and structured document management capabilities.
Stakeholder Management: Strong interpersonal, communication, negotiation and problem-solving skills, with proven ability to liaise effectively with government authorities and institutional partners in complex settings.
Resilience & Agility: Demonstrated adaptability, persistence, and composure when navigating tight deadlines and high-pressure environments.
Professional Conduct: High emotional maturity, discretion, and a respectful communication style.
Mobility: Willingness to travel locally within the city for on-site document submissions and pickups at government agencies.

GIZ is committed to create an appreciative work environment, irrespective of age, ethnic background and nationality, gender and gender identity, physical and mental abilities, religion and worldview, sexual orientation and social background. We ensure human resource processes live up to the diverse competencies and talents of all employees, as well as satisfy our performance expectations.

What we can offer to the successful candidates:

Good working environment
Competitive compensation and benefit packages such as contribution of all compulsory insurances, providing with the additional health care, the annual health check-up and the 24-hours accident insurance.
Covering all travel expenses with travel allowances when traveling on business
And good policy on training and development
And policy on flexible working time

Interested qualified candidates are invited to send the GIZ Application Form in English, copies of relevant certificates and references, either by email (to [email protected]) or by post (to GIZ Office Hanoi, 6th Floor Hanoi Towers, 49 Hai Ba Trung Street, Hanoi, Vietnam) not later than 15^th September 2026.

Note: Please state “Application for the Administration Specialist – Country Office” in the subject line or on the envelope. The short-listed candidates will be contacted within 4 weeks after the deadline. Telephone contact is not encouraged.

Please visit our page Viet Nam Jobs | GIZ to download the Application Form and further job opportunities.

To process your application, we collect and process data from you. You may read Our Data Privacy Notice, which provides further information on the data we store, and about your rights, before you continue with your application.

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