Administration & Events Officer

THE ROLE

The Administration and Events Officer is responsible for providing administrative assistance to members of the Events unit in both Saigon South and Hanoi campuses. The role is responsible for general administration support across the unit, including equipment and stationery purchases, service contract coordination, operation expense oversight, team bookings and travel. The role will also provide logistics support of major university events including preparing supplier/vendor procurement documents, event items ordering, follow-up and receipt, as well as providing on-site support in organising, managing and delivering events.

KEY RESPONSIBILITIES

Administration

Provide day-to-day administrative support for Events Unit in Saigon South and Hanoi locations.
Maintain files and records related to the Events
Support travel activities including flight booking, accommodation and transportation for members of the Events unit.
Process purchase requests and payment of invoices. Manage and process requests to IT and Property Services. Track and update monthly costs of the department and report on actual versus budgeted expenditure.
Maintain supply of material resources, stationery, office supplies and equipment.
Act as the initial contact point for enquiries of the Events Unit to students, staff and guests
Manage the Events service account; ensuring enquiries are allocated to the appropriate staff within the department and well-responded in a timely manner.
Coordinate closely with Hanoi Events team to ensure all processes and documents are endorsed and approved in a timely manner

Events Support

Manage bookings for facilities, schedule bookings for events, workshops and organise equipment and materials as needed.
Develop event goods and service contracts based on the standard templates for review and finalisation.
Make event logistics orders, schedule follow-ups for proof printing, samples and delivery, receive goods, complete liquidation
Provide on-site logistics support to all university major events including setup & teardown, coordinating with suppliers, volunteers and casual labours
Be responsible for developing registration and check-in forms, sending guest invitations and tickets, receiving and following-up RSVPs
Establish and manage effective relationships with all relevant stakeholders internally and externally
Assist Events Unit with other projects and executive secretarial and administrative duties as required.

KEY SELECTION CRITERIA

Bachelor degree in business administration or relevant discipline.
At least two years of relevant experience working in a similar position with background in administration and communications.
Experience in event logistics support
Well-developed interpersonal skills including coordination, liaison, and communication, both written and spoken, in English and Vietnamese, across a broad range of stakeholders
Well-developed planning, organisational, analytical and problems solving skills, working independently, or as part of a team.
Attention to detail, accuracy, and security when managing information.
Demonstrated good knowledge and experience with computer software and platforms, including databases, spreadsheets, presentation software, apps and social media, and graphic design tools.
Excellent critical reasoning and problems solving skills.

BENEFITS

Unique opportunity to work within a multi-lingual, multi-cultural environment with creative and innovative committed colleagues.
Attractive salary package with base salary starting from VND 15,700,000 VND gross per month
Meal allowance VND 680,000; Clothing allowance VND 416,000 gross per month
13th month Tet bonus
Private premium medical insurance
20 days annual leave, 10 days sick leave per annum
Education fee support for staff dependents after a qualifying period

ENGLISH PROFICIENCY REQUIREMENTS

If English is not your native language then you will be required to demonstrate a minimum English language proficiency standard at Upper intermediate level (Linguaskill score 150), equivalent to IELTS (General) 5.5. RMIT Vietnam will require you to complete a Linguaskill test to assess your level of English before an offer of employment can be made.

HOW TO APPLY

Click on the ‘Apply Now’ link. Applications close on 23 February 2020
http://careers.rmit.edu.vn/vn/en/job/586163/administration-events-officer

- 13th month salary
- Premium healthcare plan for you and your family
- 20 days full paid leave per year

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