JOBS DESCRIPTION

Save the Children’s vision is a world in which every child attains the right to survival, protection, development and participation. Our mission is to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Save the Children started our work in Vietnam in 1990, and implements programs in the key thematic areas: Education, Health and Nutrition, Child Protection, Child Rights and Governance, Child Poverty, Disaster Risk Reduction (DRR) and Emergency Response. At present, Vietnam Country Office has programs in 20 out of 63 provinces in Vietnam.

Save the Children in Vietnam continues to develop innovative programming that reflects the overall strategic goal of measurably improving the survival, health, protection and development of Vietnam’s poorest children by strengthening the capacity of women and children, caring adults, communities and partner organizations.

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children.

CS positioning statement:

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.

We are looking for a Vietnamese national for:

Position: Admin & Logistics Officer

Quantity: 01

Location of work: Hanoi

Remuneration & Benefits:

• Financial Allowance
• Benefit package: 
• 20 days of annual leave per year,
• Premium private accidental insurance for employee and dependents
• Training and development opportunities

Tasks and Accountabilities

• Handle all administrative legal documentation and procedures relating to operation of Country Office and personnel, including but not limited to: office permits, international workshop permits, visa, passport, work permit, temporary residence card, project approval, etc.;
• Establish and maintain relations with local authorities related administrative legal affairs of office operation and personnel
• Provides daily implementation of all logistics and procurement activities in assigned area such as logistics support for international meetings, workshops, handling office supplies, equipment, furniture and other Country Office related activities.
• Ensures bidding procedures are fully compliant with SCI’s policies and procedures, and goods and services are purchased to meet identified project needs in quality and time;
• Reviews and updates the preferred list of suppliers and ensure that the list is updated and maximizes cost efficiency;
• Ensure regular inventory physical check for all assets in Hanoi Office and together with Administration and Supply ChainManager to ensure all assets are properly manage according to SCI policies.
• Maintains contracts for office services including office lease, expatriates’ house lease, expatriates’ relocation, car rental, hotel, air fares, insurance for office’s assets, legal contract, telephone, internet and cars, etc.
• Arranges and schedules meetings with government officials, as needed
• Maintains the files and filing system in the Support Service Section.
• Maintains hard copies of all legal documents including office license, property registration and insurance, vehicles policies and insurance; keep record of all accidents and report them to the insurance company; answer queries regarding related policy and insurance package.
• Types letters, memos, faxes and other typing materials as per Finance and Support Services and Administration and Supply ChainManager’s instruction, and provides translation of relevant documents as assigned.
• Assists Administration and Supply ChainManager in updating and maintaining staff’s emergency files
• Ensures that reports submitted by subordinate staff are communicated to Administration and Supply ChainManager immediately.
• Ensures country office petty cash is properly managed and monitored as per SCI policies.
• Implementation of Country Safety and Security plan in assigned areas
• Works with Office Aid to ensure basic stock of office supplies is available at all times, including stationary items and pantry stuff. Ensures proper storage and security of all items, and tracks usage of all such supplies.
• Makes sure that the maintenance and repair of office assets is done in proper and timely manner.
• Supervises and appraises the duties of receptionist, drivers, cleaners; arranges their replacement and backup plan
• Provides back up support to other team members in their absence when required

Requirements

Essential

• Bachelor’s degree in public administration or graduate degree in related field
• 4 years in work experience in administration field, 2 working years with NGO is preferable
• Good English written and verbal skills
• Computer literacy
• Good problem solving , negotiating and mediation skills
• Ability to establish priorities and plan, organize, and coordinate a variety of work activities.
• Ability to maintain accurate records and documents and to prepare written reports, conclusions, and recommendations.
• Ability to manage cash and keep proper records of cash disbursements and petty cash documentation.

How to apply

• Please send CV and a covering letter in English addressing the list of competencies to: jobs.for.ngo.hanoi@gmail.com.
• Deadline 15/9/2017
• Title: “SC Hanoi_Admin & Logistics Officer_Full name”

Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned. Any question, please contact 0243.8265118 (Ms. Tram)