Admin Support Officer

Effective date: 1st August 2019
Department: Operations
Location: Hanoi Office with travel if required
Reports to: Operations Executive
Type of contract: Fixed term/Regular
Staff directly supervised:
- Consultants/Interns/Volunteers (as appropriate) JD consulted with: Operations Director

JOB PURPOSE SUMMARY
- Ensures administration system is developed and maintained to facilitate the smooth running of the office;
- Maintains effective relationship with Government Office/AAV's counterparts.

AUTHORITY
- Actively works within assigned tasks
- Has right to assign tasks to Consultant/intern in the function if any.
- Cooperates and supervises staff from partner co sharing the office if authorized

MAIN AREAS OF RESPONSIBILITY
1. Is responsible for office management
- Office system is developed and maintained to make sure administration work running smoothly.
- Other departments and staff are received support effectively and timely.
- Office inventories, vehicles, equipment and assets are maintained, labelled and updated frequently.
- AAV Head office and Northern office are maintained in good condition for staff working place.

2. Carries out reception and administration work
- Working permit for AAV's representative office is kept track of and renewed on time.
- Telephone calls are professionally and friendly handled and followed up.
- Logistic support is effectively given to all departments.
- Admin guideline is timely developed or revised, fully implemented and adhered to.
- Procurement and service contracts in charge are valid and in line with legal framework and AAV requirements and managed properly
- Visitors are warmly welcomed and informed to relevant persons.
- Visa and other travel documents are well facilitated for AAV staff to abroad and for international visitors to Vietnam.
- Incoming and outgoing documents/mails are well handled and filled.
- Good filling system (for both soft and hard systems) is well arranged.
- Payment for related services such as office rent, EMS, electricity, stationery, hotel etc. are well processed in time.
- Expatriates working in office are supported properly including but not limited to travelling, visa, work permit, accommodation in Vietnam.

3. Liaises with Government offices and other NGOs
- All contacts with central government offices are made at appropriate levels
- Participation in INGO admin working group is maintained to share and learn from others in new regulation and experience in admin management
- Good relationships are developed and maintained with key government offices, especially PACCOM/ MOFA

4. Manages Petty Cash and plans administration activities within approved budget
- Petty cash payments are done conveniently and in line with AAV’s policies.
- Monthly payment request is correctly made and sent to HoFA for approval.
- Annual budget for Administration function is well prepared and implemented.

5. Is responsible to manage office procurement
- Procurements for Hanoi office are made in line with AAV's finance management policy.
- Timely maintenance services for procurement are ensured.
- Other admin expenditure is managed and claimed in time.

6. Supports admin team
- Admin tasks are effectively delegated amongst AAV staff and partner’s staff if office work is co shared.
- Partner’s admin staff is supported and supervised if authorised.
- Manages admin consultant/admin intern if those posts are appointed.

7. Others
- Other tasks as assigned by line manager are well performed

KEY WORKING RELATIONSHIPS
Internal
All AAV staff, AAI’s staff

External
AAV’s partners, suppliers and service providers

QUALIFICATIONS REQUIRED
Education
- University degree in administration/ business management/ social science or relevant field

Work experience
- At least 3 year relevant working experience
- NGO working experience is preferable

Technical knowledge/skills
- Time management, office administration
- Organisation skills
- Communication skills
- Writing skill

Language
- Advanced level of English and Vietnamese

Attitude
- Independent and decisive
- Integrity and supportive
- Open for learning and solutions
- Team work as well as leadership
- Result oriented and Accountable

Adherence to:
- Right-based approach
- Poverty and injustice eradication
- Gender equality

- Competitive salary and bonus
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Professional, dynamic working environment

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