Bookkeeper/Receptionist

Project: United States Department of Agriculture Food for Progress U.S.-Vietnam Trade in Agriculture and Food Safety Expanded

Location: Hanoi, Vietnam

Start Date: on/around October 1, 2026

Expected Duration: Approximately four years

IESC Background: 

Improving Economies for Stronger Communities (IESC) is a leading U.S. nonprofit organization that catalyzes private sector growth and creates economic opportunity for people and communities across the economically developing world. Since our founding in 1964, we have delivered lasting solutions across 139 countries.   

IESC is a valued partner to people and communities throughout the economically developing world. We share proven business skills and experience with entrepreneurs, jobseekers, businesses, farmers, cooperatives, and governments. We also offer resources—human, technological, and financial—that sustainably build capacity and empower communities. Our long legacy of strengthening developing economies is matched by our vision for the next generation: a world with economic opportunity for all, where people and communities thrive.

Project Background:

Building on three decades of diplomatic relations between Vietnam and the United States (1995–2025), the 2025–2026 period marks a significant transformation in bilateral ties. Under the Comprehensive Strategic Partnership (CSP) framework, agricultural cooperation has been identified as a key pillar. This cooperation has deepened beyond merely promoting bilateral trade turnover to focus on technical collaboration and enhancing system management capacity. This progression is an essential step toward realizing joint commitments to transparent, science-based trade, aiming to promote economic prosperity and ensure substantial benefits for the business communities of both nations.

To realize this strategic vision, Vietnam has been officially selected by the U.S. Department of Agriculture (USDA) as one of five focus countries for the "Food for Progress" Program for the 2025–2030 period. In Vietnam, the USDA Food for Progress Program will be implemented through the USDA Food for Progress Trade in Agriculture and Food Safety Expanded (TAFSE) project. This opens a rare opportunity for Vietnam to access resources and deep expertise from the U.S. to resolve bottlenecks in infrastructure and SPS standards (sanitary and phytosanitary measures), thereby comprehensively modernizing the national agricultural trade system. 

This is a technical assistance project funded by non-refundable official development assistance from the U.S. Government through the USDA, and managed by IESC. From Vietnamese Government, The Ministry of Agriculture and Environment (MAE) is the project Executing Agency (EA). The Agricultural Projects Management Board (APMB) is the agency assigned by MAE to coordinate with stakeholders during project preparation and implementation. The project will:

• Improve the efficiency of the SPS and food safety systems in Vietnam;

• Strengthen supply chain capacity and cold chain logistics systems;

• Expand access to agriculture trade finance for the private sector; and

• Support Vietnam’s broader goals for innovation, private sector growth, and international integration related to agriculture trade.

The project will operate nationwide, focusing on major cities like Hanoi, Ho Chi Minh City, and localities with major ports and cold chain development needs. 

The project will have a main office in Hanoi and a regional office in Ho Chi Minh City.

General Objectives:

The Bookkeeper/Receptionist, under the direction of the Finance and Administration Lead (F&A Lead), will provide administrative support to the project.

This is a full-time (40 hours per week) position based at the Hanoi office. This position reports to the F&A Lead.

Responsibilities:

1. Office Reception & Access Coordination

• Ensure the smooth function of office reception: answering the telephone, receiving and greeting guests/ visitors; and coordinate office access (building passes/security) for staff and visiting consultants at the IESC Hanoi Tower office.

• Send, receive and record all incoming and outgoing correspondence to ensure timely communication within the project.

2. Office Operations & Facility Management

• Maintain office supply inventories and coordinate regular maintenance for all office equipment (AC, printers, etc.) to ensure a functional working environment.

• Provide onsite logistics assistance, including arranging local transport (taxi/grab) for staff and consultants, setting up meeting rooms, and coordinating office services (cleaning, drinking water, stationery). Maintain an effective office correspondence filling system, including copying and scanning documents as necessary;

• Provide general clerical support, including printing, scanning, and organizing project-related folders and physical files as requested.

3. Financial & Asset Administration

• Manage the office petty cash fund and service payments: handle small disbursements for office expenses (taxi, courier, utilities, stationery, and consumables) while ensuring all payments are supported by valid invoices for monthly liquidation with the Accountant.

• Tag and track office furniture and equipment inventory and update the inventory tracker to ensure accurate asset records at the Hanoi office.

4. Procurement & Administrative Support

• Support in getting quotations for necessary procurement of office/ stationery supplies and/or equipment;

• Support the Procurement process by posting RFP advertisements on designated websites and providing administrative assistance for bidding meetings as requested.

• Provide logistic assistance for meeting and workshops when required;

• Assist in managing any document courier services to ensure the safe and timely delivery of project documents between offices and partners.

5. General Duties

• Complete other tasks as assigned by the Finance and Administration Lead.

Qualifications:

• Minimum of 3 years of experience in administration and/or bookkeeper;

• Expertise in office management and petty cash management;

• Strong attention to detail with a basic understanding of Vietnamese VAT invoice requirements and financial compliance to minimize errors in document verification

• Proficiency in digital archiving, including scanning, cloud-based filing (OneDrive/SharePoint), and maintaining organized electronic records for remote auditing.

• Well-organized, detail oriented, excellent verbal and written communication skills; 

• Demonstrated organizational skills; 

• Maturity, professionalism, and positive attitude;

• High level of maturity, integrity, and the ability to work independently in a lean team structure;

• Proficiency in Microsoft office tools, including SharePoint, Excel, Word, and PowerPoint; and

• Fluency in Vietnamese and English (both written and verbal) required.

IESC is an Equal Opportunity Employer. Please note that this position is intended for a Vietnamese National. CV and cover letters should be in English. Applications will be reviewed on a rolling basis and the position will remain open until filled.