Administrative Officer

* POSITION SUMMARY:
Full time position: Local, full time (100% FTE)
Duration of contract: 1 year, with possibility of renewal
Location: Hai Phong
Travel requirements: May require infrequent travels in-country.

* MAIN DUTIES AND RESPONSIBILITIES:
• Coordinate with HR Officer to maintain record confidentiality and personnel documents including all contracts, conflict of interest declarations, training certificates, etc.;
• Ensure that company protocol is followed for new hires;
• Process financial claims for approval by the Project Managers and Directors;
• Coordinate with the finance team to ensure compliance with policy, facilitate the transfer of documents, and meet audit requirements;
• Obtain quotations for supplies according to the organization’s procurement policy;
• Coordinate supply procurement & inventory management for the Hai Phong office;
• Maintain the fixed asset register in Hai Phong;
• Coordinate printing of program documents either in-house or through third-party vendors;
• Liaise with admin staff in Ha Noi and Ho Chi Minh City to transport documents and supplies between cities;
• File documents ensuring that the protocols outlined in ethical approval applications are followed;
• Prepare meeting agendas and record meeting minutes to be shared across offices;
• Translate program documents from Vietnamese to English and/or English to Vietnamese;
• Draft summaries of project activities in English for donor reporting;
• Assist with drafting summaries of project activities and results for government partners;
• Photograph local events, categorize and store photos;
• Prepare monthly social media posts about the activities being conducted in Hai Phong;
• Coordinate travel arrangements for staff traveling to/from Hai Phong;
• Support the implementation of all grants awarded to the organization;
• Assist Project Managers with any additional administrative work;
• Other similar tasks as needed.

* REQUIREMENTS:
• Ad: Tầng 2, 33 Lê Đại Hành, quận Hồng Bàng, TP. Hải Phòng.
• At least 3 years of admin experience
• Fluent in Vietnamese
• Excellent working knowledge of written and spoken English
• Strong computer skills, including familiarity and comfort with using Microsoft Word, PowerPoint and Excel
• Attention to detail
• Flexibility across a range of field- and office-related tasks
• Good attitude, self-motivated, and ability to work well individually as well as in teams
• Highly motivated, willing to learn, service-oriented and able to work under high pressure and within a limited time frame
• Prior experience as an Administrative Assistant strongly preferred

* BENEFIT
• 13th month salary
• Premium Health Care Package of Bao Viet Insuranc
• Work from Mon – Fri,
• 16 paid leaves
• Trained according to company policy

* APPLICATIONS SHOULD INCLUDE:
• A cover letter
• A detailed Curriculum Vitae
• Photocopy of related certification
• Two employment references (Name, Phone Number, Email Address)

* SEND APPLICATIONS:
• Subject: “Application for Admin Officer Hai Phong”

All applications will be carefully considered, but only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful.
FIT is an equal opportunity employer.

- 13th month salary
- Bao Viet Health insurance
- 16 days of paid leave

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