Administration Assistant

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 18,000,000 (FY18) with funding from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 440 staff, of which 99% are Vietnamese nationals.
Currently, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North1 ( Hoa Binh, and Dien Bien), Yen Bai – Tuyen Quang, North 2 (Hung Yen, Thanh Hoa, Hai Phong); Central (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). From FY18, WVV adopts and implements the new operating model, therefore, the name of ADP will be changed to AP (Area Programme). WVV’s APs usually focus within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.
WVV has a representative office in Hanoi, which is the work-base of about 60 staff. The Administration Unit also provides support to WVV staff across the country.

The Administration unit is part of the Procurement and Administration Department.

PURPOSE OF POSITION:

1. To support World Vision Vietnam in maintaining effective reception and filing system
2. To provide assistance to the Administration Officer & Administration and Procurement Manager in admin tasks.

KEY RESPONSIBILTIES:
Receptionist:
• All incoming telephone calls are answered in a courteous and professional manner, and directed to concerned staff and visitors. Cordial greetings are demonstrated to all visitors, the visitors’ logbook is filled-in.
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• Outgoing mail pouches for courier service, post office or other means of delivery are handled accurately and timely. ; all in-coming mail pouches, post office mail, newspapers, other deliveries are received and appropriately distributed to relevant staff.
• Incoming faxes are received and forwarded to appropriate recipients.
• The magazines and newspaper rack is in order.
• All forms (Material Request, , Payment Request, travel request,..) are well arranged and kept properly in administration area.

Logistics support & Vehicle management:
• Safe vehicles for staff and visitors are hired or arranged in a cost effective manner. Ensure the hired drivers are well oriented on WVV’s Road safety regulations.
• Logistic support and preparation for trainings/workshops in Hanoi office including booking hotel/meeting venues, tea-break; logistics support for Day of Prayers, Christmas Party… and making payment to ensure proper charges to APs/projects/departments.
• The stationery supplies are arranged and stationery inventory is maintained.
• First-aid kits are kept, updated and provided to staff in a timely manner.
• Monitor the work of the Outsourced cleaning company to ensure the cleanness and tidiness in Hanoi office
• Other administrative tasks and assignments are carried out as and when necessary

Payment and Petty cash management:
• Petty cash management.
• All bills and invoices relating to Mineral water, EMS are collated, reconciled and submitted for approval and payment to ensure proper charges to APs/project/departments.
• All bills and invoices relating to taxi, office equipment maintenance are collated, reconciled and submitted for approval before the 25th date each month and payment to ensure proper charges to departments.

Knowledge, Skills, Abilities:
(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

- College or University graduate
Good communication skills in English and Vietnamese
- Good analytical skills.
- Good interpersonal skills.
- Knowledge of computer (Microsoft Word and Excel), and office machine such as Fax, Telephone system, photocopier, and others as an advantage.
- Knowledge of basic accounting.
- Ability to oversee day to day operation.
- Strong organization skill with a problem- solving attitude
- Attention to detail
- Ability to work independently and under minimum supervision
- 1-2 year relevant experience in office administration and have passion for administration work to help others and contribute to the success of the Department/ Organization.
- Fresh graduate with potentials to learn fast is also welcomed

- Competitive salary
- Career development opportunity
- Professional working environment

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