The Federation of Canadian Municipalities (FCM) is the national voice for Canadian municipal government. FCM is dedicated to improving the quality of life in all communities by promoting strong, effective, and accountable municipal governments.
Position: Project Administrative and Operations Assistant
Project: Viet Nam Climate Resilient Municipalities (VNCRM)
Department: FCM International Programs
Location: Ha Noi, Viet Nam
Duration: Nov 2026-Mar 3030
Report to: Country Manager, VNCRM project
Languages: Fluency English and Vietnamese are required; Fluency in French is an asset
Background:
With the support of Global Affairs Canada, the Federation of Canadian Municipalities (FCM) is implementing a new 5-year project entitled Viet Nam Climate Resilient Municipalities (VNCRM). VNCRM aims to enhance climate -change adaptation, infrastructure asset management and solid waste management (SWM) in urban areas in Viet Nam.
Project oversight is based in Ottawa through the VNCRM Project Manager (PM), and the local office in Ha Noi undertakes implementation, in-country logistics, finance, and communications.
Major Purposes
To support the Country Office Manager, finance officer and technical officers on respective needs on the day-to-day administrative and operational matters of the projects.
Key Responsibilities
1. Procurement & Contract Administration
- Support the procurement processes (quotes, bidding, and evaluations) for goods and services in strict compliance
- Prepare purchase request for the project inventories, office equipment, furniture and receive and inspect the items correspond with the approved purchase
- Maintain a database of pre-qualified local vendors and service providers with FCM and GAC thresholds
- Monitor local service contracts, lease agreements and purchase orders including timely payments of contractors
- Review and validate invoices, prepare and submit disbursement requests for payment process
2. Office Operations & Logistics
- Support the day-to-day operation management of the Ha Noi office (utilities, cleaning, IT support, and maintenance).
- Coordinate with Vietnamese partners on logistic arrangement for project activities and support the logistic coordination for Canadian municipal volunteers and technical experts, including flight bookings, local transport, and accommodation.
- Provide administrative support for project activities, training and workshops, Project Advisory Committee meetings, and Technical Working Group sessions
- Oversee office assets and equipment, maintain the asset inventory register, coordinate asset purchases and disposals in compliance with GAC requirements, and perform annual inventory verification and reporting
- Follow guidance from HO to ensure safety and security protocols are maintained at the office premises, and advise on travel safety and securities to staff and partners
3. Project Activity Support
- Translate project documents and provide interpretation as needed. Support the team in organizing and managing documents on SharePoint
- Take notes during office/project meetings and field activities as needed.
- Support collecting and managing data for the preparation of activity reports and periodic project reports.
Required Knowledge, Education and Experience
- Minimum of three years of professional experience in administration and operations, preferably with international NGOs or donor-funded projects (GAC experience is a significant asset).
- Excellent organizational skills with the ability to manage multiple deadlines.
- Ability to communicate effectively in English and Vietnamese (written and oral).
Location Requirements
- Stationed in the FCM country office in Ha Noi.
- Occasional travel within Viet Nam to project sites may be required.
The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.
*ATTENTION**
Please submit a cover letter in English (no more than 1 page) explaining your suitability for this position and YOUR SALARY EXPECTATION as well as a current CV to [email protected] and [email protected] by 10 Nov 2026. Please note that we will be reviewing CVs as they are received and may close the competition if a suitable candidate is found.
We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept in file for six months following the hiring.