Operations Support Officer

The Operations Support Officer engages with various day-to-day operational administration activities and provides the administration support role in the Critical Incident Management Team.

KEY ACCOUNTABILITIES

Admin Supports
• Assist the Director of Operations with secretarial and administrative duties as required, including processing payment of invoices and reimbursements.
• Arrange the office supplies relating to Operations-related activities.
• Arrange the facilities and catering for Operations-related functions (CIMT trainings, Operational workshops, meetings, etc.), in conjunction with Admin team.
• Provide travel arrangements for the Director of Operations and visitors as required.
• Support to arrange the Operations Management team and other visitors’ schedules and activities for travels and visits
• Translate documents for the Director of Operations as required.

Document Control Supports
• Coordinate the preparation of the Director of Operations’ reports and correspondence with Local Authorities, in consultancy with the reporting line manager.
• Prepare the contract documentation for new project(s) led by the Director of Operations.
• Follow-up the progress and arrange payment paperwork for new project(s) led by the Director of Operations.
• Manage record of documents approved by Director of Operations.
• Manage recording and checking payments from Facilities teams against Archibus system to ensure that all works initiated by Facilities team are logged in properly.
• Implement the TRIM filing system, in conjunction with Admin team.

Financial Supports
• Provide support in consolidation of the budget/ forecast for Operations, Residential Centre, OHS Management and Transportations for Global Development Office.
• Provide support in record and monitor of actual expenses vs. approved budget/ forecast for Operations Management, Residential Centre, OHS Management and Transportations for Global Development Office on monthly basis.

Critical Incident Management Team (C.I.M.T) Supports
• Provide administrative and secretarial support to Director of Operations (Head of CIMT) to ensure Critical Incident Management Plan (CIMP) is maintained up to date, and relevant for any critical incident which may occur.
• Ensure the logistic support of the CIMT is in place and stocked as required.

KEY SELECTION CRITERIA
• Minimum two-years work experience in relevant secretarial, executive assistant or administrative assistant experience.
• Demonstrated understanding or ability to quickly attain understanding of administration procedures and protocols.
• Acute attention to detail and accuracy when managing information.
• Ability to work independently and as a part of team.
• Good interpersonal skills, including negotiation, liaison and cross-cultural communication.
• Good organisational skills, including time management and the ability to manage a range of tasks pro-actively.
• Proficient use of Word, Excel, Outlook, Power Point, Access, Google Apps.

• Unique opportunity to work within a multi-lingual, multi-cultural environment with creative and innovative committed colleagues.
• Attractive salary package with base salary starting from 13,800,000 gross/month
• Meal allowance VND 680,000; Clothing allowance VND 333,000 gross per month
• 13th month Tet bonus
• Private premium medical insurance
• 20 days annual leave, 10 days sick leave per annum
• Education fee support for staff dependents after a qualifying period

English proficiency requirements
English is the language of teaching and communication at RMIT Vietnam. If English is not your native language then you will be required to demonstrate a minimum English language proficiency standard equivalent to IELTS (General) 6.5. RMIT Vietnam will require you to complete a Lingual Skill test to assess your level of English before an offer of employment can be made.

How to apply
Please follow the link below and click on the ‘Apply Now’ button. Applications close on 10th November 2019.
http://careers.rmit.edu.vn/vn/en/job/583799/operations-support-officer

To be eligible for this position you must be a Vietnamese citizen. Applications received from non-Vietnamese candidates will not be considered.

- 13th month salary
- Premium healthcare plan for you and your family
- 20 days full paid leave per year

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