General Administrative Officer

*Scope of Work
The General Administrative Officer, with the support of other Administrative Assistants, will provide general administrative support to members of Fulbright University Vietnam in day-to-day activities at our premises. She/he will be expected to act as a point of contact for all administrative matters as directed by the OM to ensure professional image and efficient operations of Fulbright office.

*Roles and Responsibilities
The position’s duties and responsibilities include:
1. Personnel support
• Obtaining visas for foreign guests coming to Vietnam for business with Fulbright
• Assisting in work permit application process for expatriate staff
• Obtaining visas and temporary residence cards for expatriate staff and their family members
• Following up due time to renew visa / temporary residence cards for expatriate staff and their family members where relevant
• Making logistic arrangements for Vietnamese national staff, expatriate staff and visitors to join business trips under Fulbright name (e.g. flight tickets, hotel booking, airport transfer, travel insurance, …)
• Assisting expatriate staff with house/apartment leasing including provision of real estate agents’ contact details, and reviewing lease contract as and when required
• Assisting with flight booking and ticket purchasing for expatriate staff as part of their use of annual home leave and professional development fund
• Other general administrative supports to Fulbright employees and consultants as assigned by the OM and/or the Human Resources Director from time to time

2. Support on budgeting and financial processes
• Assisting the OM with budget tracking and following up with various financial processes including advancing money, purchasing, reimbursement, and other coordination of payment of office expenses office rent, parking lot rent, utilities expenses, insurance premium, flight tickets, and office supplies
• Providing support on the procurement of stationery and office stuff including name cards for Fulbright staff members and office stamps

3. General administrative tasks
• Maintaining seating plan up-to-date
• Working with relevant departments to arrange & prepare seat working place for newcomers
• Providing support in enrolment procedures and tracking validity of various office insurance policies (travel insurance, property insurance, public liability, PI insurance) and notifying the OM of insurance renewal on a timely basis
• Providing logistic support for Fulbright events both in-house and outside the premises when required
• Assisting OM to work with suppliers/ vendors (related to Admin) to process new contracts or renewal contracts with them
• Working on process to order name card for Fulbright members and newcomers
• Assisting with preparation of introductory letters, and other supporting documents for various registrations/applications, as and when required
• Supervising other General Administrative Assistants and serving as a point of contact for admin-related queries
• Helping to ensure company policies and procedures are observed and adhered to by other Fulbright members
• Other tasks as assigned by the OM.

*Other duties
Contribute to team effort by welcoming new and different work requirements; explore new opportunities to enhance the services of the department; help others accomplish related job results as and where needed.

Education and experience
• Bachelor’s degree in any discipline
• 1-3 years of working experience at a similar position for a multinational organization
Knowledge, Skills and Abilities
• Excellent verbal and written communication skills in both English and Vietnamese
• Excellent organizational capability and time management skills, highly organized multitasker who works well in a fast-paced environment
• High sense of customer service and interpersonal skills, including tact, discretion, empathy, and cooperation
• Ability to control emotions and remain calm at all time
• A keen understanding of the duties and competencies of different roles
• Positive contribution to the team and willing to take various tasks as required
• Willingness to problem-solve and propose more effective procedures and protocols for improving administrative operations
• Proficiency in MS Office Applications

*How to Apply
Please email a cover letter explaining your interest in the position and resume via VietnamWorks. The position will remain open until filled. Applications must be received by December 23, 2019 for fullest consideration. Only short-listed applicants will be contacted for further process.

- In accordance with Company Policy

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