Support Service Assistant – Lao Cai Field Office

CHILD SAFEGUARDING: (select only one)
Level 1: The post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

ROLE PURPOSE:
This position will support Human Resources division and Supply Chain division in implementing administrative and personnel duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:
Reports to: Administration and Supply Chain Manager
Budget Responsibilities: N/A

KEY AREAS OF ACCOUNTABILITY :
- Update the supplier database, pre-qualified supplier list and suspended suppliers
- Support supplier inspection and site visits
- Arrange procurement filing system and keep tracks of procurement files
- Ensure the sufficient procurement filing according to checklist
- Be in charge of photocopy, scan of contracts, documents
- Implement procedures to extend contracts or discontinue existing agreements
- Develop KPI monthly reports to submit the Supply Chain Manager for review
- Facilitate procurement workshops, induction and training
- Support to lead tender opening and meetings of Procurement Committees
- Support sourcing procedures and communications with suppliers
- Provide the internally support sevices to Support Services team members in doing logistics and arrangements for travelling (transportation, hotel booking, etc.)
- Manage and update staff personal vehicles for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
- Take Support Services team meeting minutes
- Manage and supervise offices cleaners duties tasks and declare/submit online their monthly timesheet (Proxy User)
- Other Supply Chain tasks assigned by Line Managers

Working contacts:
- Internal: All staff including Programs members and Support Services team members in Hanoi Country office and other provincial offices
- External: Consultants, candidates, partners (Social Insurance agency, Taxation agency, Desepco, VUFO, recruitment business, etc.) and local competent authorites
BEHAVIOURS (Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks.
Integrity:
- Honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS
- Bachelor’s degree in public administration, human resources, business administration or relevant field;

EXPERIENCE AND SKILLS
Essential
- At least 2 years of working experience in administration and logistics sectors (with NGOs is preferable)
- Good understanding of local regulations on labour and social insurance
- Ability to exercise tact and diplomacy and to deal with a variety of highly confidential and sensitive issues with discretion;
- Good interpersonal, communication and teamwork skills;
- Good prioritization skills and ability to coordinate a variety of work activities;
- Fluent English speaking and writing skills;
- Proven commitment to children rights and equality of opportunity;
- Good computer and IT skills.

Desireable
- NGOs networks and knowledge
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

- Under company's policy

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