Research Project Admin Coordinator

A. Introduction The Smart Green Transformation Center (GREEN-X) is one of VinUniversity's Centers of Research Excellence, with a mission to advance research, innovation, and knowledge transfer for green transformation and sustainable development through advanced technologies, particularly AI, IoT, big data, and digital platforms.
GREEN-X focuses on developing smart, data-driven, and technology-enabled solutions in areas including carbon footprint monitoring and management; biodiversity conservation and smart marine aquaculture; smart waste management and the urban circular economy; green policy and governance; and the development of measurement systems and indices for innovation and green growth. The Center integrates technology, data, and management science to develop practical tools, platforms, and solutions with real-world applications.
Through research and collaboration with national and international partners, GREEN-X aims to contribute to Vietnam's Net Zero 2050 commitment while strengthening the ecosystem for research, innovation, and smart green transformation in Vietnam and the region.
GREEN-X is currently seeking a proactive and responsible Research Project Admin Coordinator to join our team and support the implementation of the Center's research and innovation projects in an international, technology-driven environment.
B. Role Summary The Project Admin Coordinator supports administrative, financial, and operational coordination for GREEN-X research and collaboration projects. The role works directly with the Principal Investigator (PI) and research teams to ensure activities are delivered on time, in compliance with internal procedures, and to a high standard.
C. Key Responsibilities
1) Budgeting & Financial Tracking
Develop, consolidate, and monitor project budgets in line with VinUniversity policies.
Prepare periodic financial reports, track expenditures, and propose adjustments as needed.
2) Contracts & Agreements
Draft, review, and track contracts with vendors, research collaborators, and external partners.
Coordinate with Finance, Procurement, and Legal to ensure compliant execution and acceptance.
3) Procurement & Payments
Prepare purchase requests, obtain quotations, and liaise with suppliers.
Track payment processes, acceptance, and handover of equipment/services to project teams.
4) Field Trip Logistics
Plan and arrange transport, accommodation, permits, and support the coordination of personnel, documents, and equipment.
5) Workshops, Seminars, and Trainings
Prepare agendas, invitations, logistics, and materials; coordinate event execution.
Compile minutes, post-event reports, images, and communication assets.
6) Project Communications & Reporting
Develop and implement project communication plans (articles, infographics, social media, newsletters).
Coordinate with VinUniversity Communications to highlight project results and impact.
7) Administrative & Academic Support
Draft official letters, invitations, meeting minutes, and routine progress reports.
Prepare documents for conferences, workshops, research proposals, and international partners.
8) Records Management
Digitize, organize, and maintain project records (contracts, receipts, datasets, photos, reports) for easy retrieval and audit readiness.
9) External Research Funding Support
Support the identification and tracking of relevant external research funding opportunities from national and international funders.
Assist PIs and research teams with proposal preparation, including administrative documentation, budgeting, submission requirements, and coordination with internal and external partners.
Maintain a database of funding opportunities, submission deadlines, and proposal status.
D. Qualifications
Bachelor's degree or higher in Project Management, Economics, Business Administration, Office Administration, Environmental Studies, or a related field.
At least 1 year of experience in project coordination/administration (preferably in research, education, NGOs, or international collaboration).
Fluent English proficiency (listening, speaking, reading, writing), with the ability to communicate and draft professional documents in English.
Proficiency with Microsoft Office; familiarity with Canva and/or project management tools (e.g., Trello, Notion, Asana) is an advantage.
Strong organizational, communication, and time-management skills; detail-oriented, proactive, and accountable.
Ability to multitask in an international academic environment and work effectively with multiple stakeholders.
E. Benefits
A dynamic, international working environment at VinUniversity.
Opportunities to participate in national and international green transition projects with leading academic partners (e.g., NTU, UTS, Deakin, Duke-NUS).
Access to workshops and professional development programs in Vietnam and abroad.
Competitive compensation commensurate with qualifications and experience.
F. Application
Interested candidates are invited to submit a CV and Cover Letter to:
Smart Green Transformation Center (GREEN-X)
5th floor, Building I, VinUniversity, Vinhomes Ocean Park, Gia Lam, Hanoi
Email: [protected info]
Email subject line: [Applicant Full Name] - Application for Project Admin Coordinator
Application Deadline: 31 August 2026