Office Manager

• Project: Consulting Supervision for Water Environmental Improvement Project – Phase 2
• Consultants: Nihon Suido, Nippon Koei, Sweco and Viwase Joint Venture (NNGV – JV)
• Working for: Nihon Suido Consultants. Providing Supervision of Contractor’s Construction works.
• Location: NNGV Core Office, 11th Floor Estar Building, 147-149 Vo Van Tan Street, District 3, Ho Chi Minh City.
• Start Date: As soon as possible
• Contract duration: Until completion of project (estimated 30 months).
• Salary Range: 25 to 30 Million VND/Month

General Task Assignments:
1. General ­
- Reporting to and supporting the Project Manager (PM) with coordination of all Packages (x6) and overall project activities (e.g. preparation and attending official Client meetings, incl. translation VN/EN, preparing official letters, reports VN/EN, etc.);
- Other tasks as assigned by the PM.
2. Staffing/HR
a. Planning & Staff Assignments ­
- Monitor and update staffing schedule.
- Frequently communicate with Deputy Project Managers (DPMs) and International staff regarding staffing requirements
- Communicate with and request the Client for approval of staffing schedule;
- Frequent follow up and communicating/corresponding with Client to expedite approval of staff adjustment proposals, mobilization, demobilization, replacement, etc.;
- Liaise with and co-ordinate project admin staff as directed by DPMs and PM.
b. Staffing Schedule ­
- Monitor and Update staffing schedule monthly.
- Notifying DPMs and PM of remaining staff man-months and suggest extension/staffing adjustments based on DPM requirements and Contract;
- ­Report to PM when staff adjustments are required.
c. International staff/ Immigration ­
- Maintain records of international staff VN immigration status and assist in obtaining local resident cards and necessary VN entry visas and sponsor papers;
- Arrange hotel bookings and any transportation for international staff and visitors, etc.
3. Contract Administration ­
- Maintain and co-ordinate contracts with third parties (i.e. car hire, office, IT, equipment hire/purchase, etc.);
­- Review Consultant payment records;
- Monitor allocated budget for Consultants Contract and report to PM;
- Prepare draft Consultant Contract addendums, including cost estimates (supported by accountant);
- Maintain project online filing, i.e. upload, maintain and organize;
­- Coordinate archiving and record retention of project files on completion of Packages.
4. Accounting ­
- Check consultant invoicing to the Client, prepared by Accountant;
- Check monthly time sheets and salary, insurance calculation of supporting staffs prepared by Accountant;
- Check monthly accounting report prepared by Accountant;
- Prepare Purchase Request for PM for HQ’s approval of reimbursable or non-reimbursable items;
­- Manage all purchased assets of Project Offices (including tangible and intangible assets).
5. General Administration ­
- Management of office operation/maintenance and related activities (e.g. communicate with building manager, etc.)

• Experience: minimum 5 years in similar role,
• Key skills: EN/VN translation (correspondence, reports, meetings with senior management and technical meetings); history in the construction industry (ODA is an advantage); human resource and administrative skills; good knowledge of accounting (invoicing and payroll); self-managed; organized; works well in a team; good communication skills with national and international staff; good at multi-tasking; document control (OneDrive experience, or similar, is an advantage).

- Salary Range: 25 to 30 Million VND/Month

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