Administrative Specialist

VACANCY ANNOUNCEMENT
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: [protected info]
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 1st 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