Administration Officer

PURPOSE OF POSITION:
To support World Vision Vietnam in maintaining efficient communication systems and office management, including providing general administrative support
ROLE DIMENSION / DESCRIPTION
1. Logistics
• Arrange transportation including vehicle and air ticket for staff travelling, ensuring safety and cost-effectiveness.
• Logistic support for visitors including transportation and hotel arrangement as required
• Logistic support and preparation for trainings/workshops/events in Hanoi office including booking hotel/meeting venues, tea break, lunch; and making payment to ensure proper charges to APs/projects/departments.
• Maintain the proper inventory of all office supply: stationery, kitchen stuffs and etc.
• Support expatriates in renting appropriate housing .
• Monitoring the work of cleaning company to ensure the cleanness and tidiness in Hanoi office.
• Other administrative tasks and assignments are carried out as and when necessary.

2. Payment and service supplier management
• Prepare and submit admin monthly payment relating to EMS, transportation, office renting, air tickets, hotel, and office supplies etc. to Finance Dept. on time and ensure proper cost charges to departments/APs
• Manage all suppliers related to admin field:
+ Monitor supplier performance
+ Manage the contract validity
+ Continuously source for suppliers providing the good service for admin field with reasonable cost.

3. Office management
• Manage, register and verify all Hanoi office’s assets including annual asset verification on REAM-WVI database system (for Office assets insurance purpose).
• Maintain all office equipment in well-functioning condition
• Purchase general office assets as per the Procurement guide
• Support APs in office renting.

4. Tracking and Reporting
• Track and report on the agreed deliverables to the HoD.
• Supervising administrative assistant, office drivers, and volunteers (if any). This also means that the Admin Officer is supposed to act as Receptionist when she/he is absent.

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.)
Education
• University graduate
Knowledge & Skills
• Good communication skills
• Having excellent command of English
• 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
Experience
• More than 3 years relevant experience in office administration and have passion for administration work to help others and contribute to the success of the Department/ Organization.

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are: People and Culture Department -World Vision International – Vietnam Address: 9th floor, the Mercury building, 444 Hoang Hoa Tham, Hanoi, (ext.118)
We give equal opportunity to every candidate, regardless of religion, race and gender.
A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

- Tháng lương thứ 13
- 15 ngày nghỉ phép hàng năm + 6 ngày nghỉ ốm + 2 ngày nghỉ việc gia đình
- Cơ hội đào tạo, học tập và phát triển trong môi trường quốc tế

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