JOB DESCRIPTION
Background: VECO Vietnam is the Vietnamese country office of the Belgian-based international non-governmental organization Vredeseilanden. VECO Vietnam’s main focus lies in sustainable agriculture and food safety.
We are currently seeking a qualified professional for the position of Administrative Assistant for the period 2017-2021. This incumbent will be based in the Regional Office in Hanoi, Vietnam.
Position Summary: To provides administrative, operational & logistic support to contribute to the effective functioning of VECO Vietnam.
Job size: Full-time
Expected starting date: 15 June 2017 – 01 July 2017
Duties and Responsibilities
General administration
• Renew the Office Registration Certificate with PACCOM, according to Vietnam’s regulations;
• Book flights, accommodation and domestic travel, and arrange administrative procedures for staff and visitors;
• Operate and maintain the library, including subscription to newspapers and magazines;
• Acquire programme-related publications (books, journals, articles, etc.) for the library;
• Update calendar board for monthly schedule and remind staff to register if necessary;
• Follow-up lease contracts for the Regional Office and apartment/housing of expatriate staff (if any);
• Oversee the Watchmen and Cleaner including overtime/leave registration;
• Conduct the annual inventory of VECO properties and keep up-to-date records of property custodianship of all VECO staff;
• Ensure that VECO’s equipment/furniture are in full working conditions at all times;
• Keep track of in-coming and out-going major documents for signature and/or action;
• Maintain an updated list of staff development activities undertaken by staff that are funded and not funded by VECO.
Reception
• Answer telephone and manage switchboard;
• Receive guests, manage information pack for office guests and transfer to right staff;
• Make sure that the office receives newspapers as ordered and keep them in order;
• Collect and distribute incoming and outgoing correspondence (emails, faxes, letters);
• Assist staff in photocopying, scanning and sending fax messages;
• Ensure that the meeting room is in order.
Logistics
• Monitor and purchase required office supplies and stationeries, to ensure that sufficient stocks are available and supplied timely to the staff;
• Prepare logistics (procurement material) for workshops, trainings, meetings, travels, team building activities, etc.;
• Liaise with printers and designers for publications (calendars, brochures);
• Procurement of VECO assets;
• Organize celebrations for parties and anniversaries when needed;
• Coordinate field visits for VECO International staff and official visitors, beyond Programme activities.
Personnel support
• Correspond with Dipserco regarding any changes in HR information;
• Transact with Insurance agencies (accident and health care insurance) for the benefit claims of VECO staff;
• Process visa applications for both national and co-operant staff and family members;
• Assist newly-arrived expatriate staff and their families for smooth entry and accommodation in the country;
• Assist departing expatriate staff and their families in exit procedures and logistics;
• Advertise job announcements to media platforms.
Communication
• Ensure the smooth operation of the ICT network of the Regional Office, both in terms of hardware and software. Advise the Admin & Finance Manager on improvements in the ICT system;
• Extend translation support in day-to-day operations of the Regional Office in both written and spoken English and Vietnamese, including translation of communication content for VECO’s website and social media;
• Translation and interpretation support (oral and written) to expatriate staff, and VECO guests during day-to-day office work, meetings, discussions, and programme field visits;
• Support VECO’s Communication Officer to update VECO VN’s social media pages and to identify relevant content to share;
• Manage the corporate stack of pictures;
• Manage the internal filing system of the VECO server, ensuring confidentiality and integrity of stored information;
• Liaise with mass media (television, radio or newspaper), together with the senior staff and/or HO staff, if necessary.
Finance
• Manage the Office’s petty cash
Others
• Undertake other duties that may be assigned by the Finance and Admin Manager.
Basic Requirements
• Bachelor’s Degree in Business Administration, English or other related fields;
• Good knowledge of administration. At least 1 year of experience working in administration, preferably for (an) international development organization(s);
• Flexible, ability to work quickly and accurately under pressure or stressful conditions;
• Good communication skills in general and good intercultural communication;
• Good listening skills and interpersonal skills;
• Well organized and respectful of deadlines;
• Ability to work independently and in a team;
• Fluent in English and Vietnamese.
Desired start date: ASAP, preferably late May 2017
How to apply
Please send your application letter and CV to jobs.for.ngo.hanoi@gmail.com. Title: “VECO_Admin Assistant_Full name”
Deadline: 18/5/2017.
Any questions please contact 043.8265118 (Ms.Tram)