Administrative Officer

Role purpose:
The Administrative Officer is responsible for providing secretarial, clerical and administrative support in order to ensure that municipal services are provided in an effective and efficient manner.

Key Accountabilities:

Performs receptionist functions, which include main activities:
• Answer all incoming calls and handle caller’s inquiries whenever possible.
• Re-direct calls as appropriate and take adequate messages when required.
• Greet, assist and/or direct students, visitors in the public area.

Provide office support services in order to ensure efficiency and effectiveness within the Office:
• Assist recruitment team logistic preparation of on-boarding process (request handling IT equipment and working tool…) for new hire.
• Pick up and deliver the mails, bills, invoices… to involved person or department.
• Open and date stamp all general correspondence.
• Maintain the general filing system and file all correspondence.
• Assist in the planning and preparation of meetings, conferences and conference telephone calls.
• Make preparations for BOM and committee meetings.
• Maintain an adequate inventory of office supplies (stationery, drink water, miscellaneous goods…), collect PR from centers/ departments, making PR to Purchasing monthly.
• Monitor the service delivery of suppliers, review the consumption of departments to suggest proper adjustments.
• Manage the taxi cards delivery and monitor the usage to ensure policy compliance.
• Respond to public inquiries.
• Develop and maintain a current and accurate filing system.
• Monitor the use of supplies and equipment.
• Coordinate the repair and maintenance of office equipment.
• Monitor, collect invoices, receipts from suppliers to make payment periodically.

Perform other related duties as required.

1. Education: Diploma/ Bachelor Degree

2. Technical/ Professional/ Specific Competency Requirements:
• Computer skills and knowledge of relevant software
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping

3. Relevant Working Experience: Minimum 1 year working in administration

4. Required Languages: Fluent English & Vietnamese

5. Information technology/ Technical tools: Good at MS Office

- 13th salary + KPI Bonus
- Personal Health & Accident Insurance
- 18 days of paid annual leave

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