Receptionist Cum Secretary_Urgent

JOB PURPOSE (summary of the overall role of the job)
As a Receptionist, you will be the first point of contact for the Foundation. Our Receptionist’s duties include offering administrative support across the Foundation.

Key accountabilities:
- Reception function
- Office support and secretarial duties
- Merchandise management
- Donation management

RESPONSIBILITIES/DUTIES
A. Reception function
• Answering telephone calls; recording of telephone messages and forwarding to appropriate staff.
• Recording all incoming and outgoing office correspondence into the office logbook and hand in Board of Management to distribute to the appropriate staff.
• Be a first contact of any coming guests (visitors, parents, children or suppliers) by welcoming and supporting visitors to appropriate staff.
• Ensuring to record visitors’ information and feedbacks after the visit.
• Reporting “Visitors list” to the Management and international offices at the end of month.
• Recording and updating Visitors’ Schedule and Car Schedule weekly to the drivers, the safe guards and related projects.
• Recording and claiming overtime for drivers and allowances for cleaners.
• Ensuring all members of staff sign into the staff-out log book.

B. Office support and secretarial duties
• Looking for new office suppliers, applying “Approval Request” to submit to the Management, following up the order, delivery and invoice.
• Being responsible for Lunch Roster Duty and other office notices.
• Ensuring all information documents of CNCF and projects are well-displayed at reception area including CNCF brochures, project annual reports, Photographic & Video Consent Form, etc.
• Updating staff/volunteers details including contact list , name badges and name cards.
• Being responsible for office maintenance and/or upgrade, including scheduled and unscheduled maintenance of air conditioners, internet and computers system, photocopiers, water dispensers, telephone system and etc.
• Controlling office stationary and reporting to Accounting Department and OM regarding the use of stationery on a monthly basis.
• Providing other clerical duties including but not limited to translating documents at the request of the Board of Management or OM, taking minutes of meetings when required, maintenance of photo albums, information gathering, document scanning and/or photocopying and so on.

C. Merchandise management
• Controlling of merchandise items (T-shirts, books, cards ….) with the support of Store Keeper
including selling, recording into the receipt book and merchandise system, copying, handing in the
receipts and money to the Accounting Department.
• Monthly Report to Accounting and OM for merchandise in and out.
• Making fortnightly report to Accounting department and OM regarding the items for sale.
• Bi-Annual and Annual Merchandise count.
• Submitting the Approval Request for new order of merchandise to BOM, following up the order,
delivery and invoice.

D. Donation management
• With the support of Store Keeper to count, check and record in and out donations, including
non-monetary donation (education implements, books, clothes, toys) monetary donation and high value
donations into the office log books and Gift-in-kind excel file.
• Suggesting to OM for the plan of distribution non-monetary and high value donations.
• Making fortnightly report to the Management.
• Reporting the biannual and Annual Donation Stock Count with Accounting and Storekeeper.
• Providing projects with the updated list of donations as required.

E. Others: Together with Administration team, involving in support activities, welcoming VIP visitors (group
visitors), office events at the request of the Management.

• Confidentiality and flexibility
• Excellent communication skills
• Team-work
• P.C. and numeric skills
• Telephone skills
• Professionalism
• Well-organized and multi-tasking.
• Supply Management
• Clerical speed and accuracy

HOW TO APPLY
Interested qualified candidates are invited to send their detailed resumes and cover letters with
photo in English, including copies of relevant degrees, certificates to Vice Director of Operations
The Christina Noble Children’s Foundation
38 Tu Xuong, District 3, HCMC
Or via VietnamWorks
* We thank all applicants but only short-listed candidates will be contacted for an interview.

DEADLINE FOR SUBMISSION: 30 September 2019

- Attractive salary and bonus
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Dynamic working environment

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