Advancement Admin Officer ( Temporary 6 Months)

Period: Oct 2019 - March 2020

Responsibilities:

In general to support the Advancement Director and Advancement team as required in delivering the goals of the Advancement Programme during the maternity leave of an Advancement team member. Specifically tasks will include:

1. Communications support

Reporting to the Communications Coordinator tasks will include (but not limited to):
1. Support the production of the Yearbook
2. Support for publication production
3. Coordination of design support for communications with sub-contractors (banners, programmes, certificates, fliers etc)
4. Manage the logistics and organisation for School Photo Days
5. Support content management for the School website, social media channels, school information system and digital signages on campus.
6. Manage the Official School Photographers’ schedule
7. Take photos for school divisional events as required
8. Support implementation and management of the School’s new digital media management system:
- Supporting Divisions, Activities and Parents (SCO) to upload and tag photos in line with protocols and ensuring consistency
- Sharing photos with divisions and departments within the community as requested.
9. Liaise and support division secretaries with parent communications


2. Scholarship Programme Support

Reporting to the Director of Advancement and Alumni Officer, manage the UNIS Hanoi Scholarship Programme including:
1. Manage the promotion campaign for applications (local press, schools, events, volunteer team and DoET connections) to ensure maximum outreach.
2. Manage the applications, screening, reports, testing for selection process.
3. Coordinate the Scholarship Advisory Panel for scholarship selection procedure.
4. Support the selected students in their transition to UNIS Hanoi and support liaison with the Scholars’ families.
5. Support the scholars and the MS and HS teams in managing the current scholars with curricular, cocurricular and pastoral care.
6. Liaise with MSHS Admin to monitor the success criteria and social well-being of Scholars
7. Organise and manage any external language/SAT and other support for the Scholars as required from MSHS counsellors.
8. Support Alumni scholars and their families. Act as parent liaison with the School.
9. Working with Communications Coordinator and Fundraising Coordinator to ensure profiles and promotional materials are effective.
10. Monitor budget and work with Business Office for effective oversight of the programme’s finances
11. Assist and facilitate Scholars involvement in support of The Scholarship Fund with the Fundraising Coordinator.

Required Core Competencies:

1. Technical capacity

i. Education/Qualification
- Undergraduate Degree in English or relevant subject
ii. Experience
- 2-5 years relevant experience
iii. Technical Knowledge
- Excellent proficiency in written and spoken English
- Excellent IT skills in particular:
- Knowledge of Microsoft Office applications, Google Mail and other applications
- Experience with relevant database management (personnel reporting systems)
- Experience with Social Media sites in personal or professional context
- Web research
- Knowledge of Photoshop and InDesign is a plus
- Customer Service orientation
- Knowledge of information relevant to the position
- Aptitude and application of skills and techniques relevant to the position
- General knowledge of economic, legal and political issues

2. Stakeholder responsiveness

i. Relationship Building
- Demonstrates an understanding of Stakeholders’ needs and expectations
- Shows respect for Stakeholders at all times
- Demonstrates consideration for Stakeholders’ time by being well prepared
- Gives timely and appropriate feedback to Stakeholders
- Builds positive, harmonious and professional relations with Stakeholders’ staff
- Develops an understanding for Stakeholders’ business
- Identifies the appropriate person from Stakeholders’ staff to elicit right information
- Shows consideration for Stakeholders in making requests
ii. Professional Judgment
- Applies knowledge gained from own and others’ experience
- Provides Stakeholder with sound advice
- Judges when to refer to others for advice
- Adapts quickly to Stakeholders needs and expectations
- Anticipates Stakeholders problems and is proactive with providing solutions

3. Management Skills

i. Team
- Co-operates with fellow team members to add value to work
- Communicates effectively with others so as to not double up on work
- Offers help to others when excess capacity is available
- Shares knowledge and information
- Discusses problems and issues with colleagues to learn from their experiences
- Shows interest in others’ work to develop team spirit and greater understanding of UNIS Hanoi
ii. Task
- Listens to requests, asks clarifying questions and responds promptly
- Remains on schedule with all work
- Ensures is always well prepared by planning and setting priorities. Understands when to consult with supervisor for prioritization
- Understands scope of job
- Delivers professional advice within scope of experience
iii. People Development
- Is clear with instructions and expectations
- Helps junior staff understand what is important
iv. Problem Solving
- Takes a logical approach to work and work issues
- Makes best use of available information and researches around the problem
- Thinks through problems and proposes possible solutions
- Learns from past experiences and applies to new situations
- Identifies problems in the early stages and communicates them appropriately

4. Personal Effectiveness

i. Drive & Commitment
- Displays a positive attitude
- Demonstrates pride in UNIS Hanoi
- Manages time effectively to increase work efficiency
- Is seen to be conscientious
- Works hard to achieve required results
- Strives to improve own performance
- Accepts constructive criticism and uses it to improve performance
ii. Attitude
- Presents a professional and positive image of UNIS Hanoi
- Dresses appropriately
- Is punctual and manages own time effectively
- Is flexible when required
- Seeks guidance and feedback from others
- Actively seeks to improve technical skills by seeking and responding positively to feedback
- Actively seeks training and development opportunity
5. Social Skills

i. Communication Skills
- Communicates clearly, concisely and effectively, both written and spoken
- Actively listens to others
- Adapts behaviour and communication style according to different Stakeholders’ needs and expectations

Please apply online through the school website : http://www.unishanoi.org/page.cfm?p=1249

- Competitive remuneration
- Insurance package
- Training opportunities

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