Project Administration Coordinator (Pac)

** Administration
- Develop and maintain efficient office filing systems (both hard and computerised files) in order to retrieve information easily on all MAG procedures and paperwork including all contracts, MoU and agreements. (e.g. for building rental, visas, personnel issues, procurement, registration of vehicles, names, addresses and quotations of suppliers etc).
- Fully understand and apply MAG policies and procedures governing MAG’s support functions including, but not limited to, administration, and logistics.
- Act as contact point for international staff and visitors to the MAG Vietnam programme to provide a wide-range of support including but not limited to preparing/extending passport/visa/work permit, hotel booking & accommodation rental, transportation arrangements, and providing coordination support and follow up when devising schedules.
- Liaise with relevant Government Authorities to ensure that MAG is compliant with local regulations and administrative requirements.
- Ensure that their base of responsibility is compliant with MAG’s global work place health and safety policy and guidelines. This includes, but is not limited to, ensuring that;
- The cleanliness and hygiene of the base and rented accommodation is maintained at all times.
- Fire and emergency evacuation procedures are in place.
- First Aid facilities are available and up to date and that there are designated First Aid responders at the base.
- Ensure that any health or safety incident or near miss is reported to the Senior Management team in a timely manner
- Ensure that there is adequate security resources and infrastructure of the base and rented accommodation to ensure the safety of MAG’s people and property.
- Ensure that the Information and Communications Technology (ICT) infrastructure and facilities is functioning and fit for purpose to enable optimum working conditions of the base office.

** Asset Management
- The Project Administration Coordinator is responsible to maintain and update the organization’s Asset Management database for assets and equipment within their base location. This includes;
- Entering all assets and equipment into the database in a timely manner.
- Coding and tagging all new purchases.
- Create and update the allocation of assets and equipment to specific users, teams and locations in the database.
- Conduct physical stock checks at least twice per calendar year to monitor the condition, loss or theft of items. The database is to be updated accordingly.
- Ensure that items that are beyond economic repair are identified and prepare any necessary documentation for disposal.
- Reconcile and update the financial information of asset and equipment purchased on (at least) a quarterly basis.
- Prepare any incident reports in regards to significant loss or damage to MAG property.

**General
- Relay all relevant information to the Senior Management Team which may affect MAG Vietnam’s operations.
- Attend and participate in Programme Support Team Meetings
- Continuously work to improve existing procedures and recommend ways to increase the cost efficiency, quality and best use of resources.
- Represent the MAG project when liaising with major stakeholders, partners and local authorities at the provincial, district and commune levels, to ensure MAG's best interests and smooth implementation of the project activities.
- May be expected to work some evenings and/or weekends and undertake other duties where required.
- Occasional travel is required to fulfill this role.
- To always work within the MAG Code of Conduct.
Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.

- The ability to work and communicate in both English and Vietnamese
- High level of computer proficiency – particularly with MS Word, Excel and Outlook
- Ability to work in a dynamic and busy environment.
- Good communication skills, particularly with International staff and guests
- Proactive, with the ability to foresee issues to prevent problems.

** Grade
This position has been graded at Grade 7 of the MAG Vietnam Salary Scale. This grading has been based on the following minimum competency and experience criteria:

** Competencies
- Ability to line manage and supervise other team members as necessary
- Responsibility and accountability for specific functions at a provincial level
- Can be requested to attend senior level MAG meetings and contribute to internal provincial planning
- Can be expected to represent MAG in place of other senior MAG personnel

**Experience
- At least 2 years experience working with MAG or in a similar role
- Must be able to work and communicate in English

- Annual leave, Insurance and Policy following Labor Law
- Competitive salary
- Premium Healthcare for employee

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