JOB DESCRIPTION

(Temporary Receptionist/Administrative Assistant, WINROCK International)

USAID VIETNAM FORESTS AND DELTAS PROGRAM

POSITION: TEMPORARY RECEPTIONIST/ADMINISTRATIVE ASSISTANT

1. BACKGROUND

The USAID Vietnam Forests and Deltas Program (VFD) was awarded to Winrock International by the United States Agency for International Development (USAID) as a Cooperative Agreement on September 25, 2012.  Winrock implements the program in direct partnership with Vietnam’s Ministry of Agriculture and Rural Development (MARD) and through sub-awards with the American Red Cross (ARC), the Center for Sustainable Rural Development (SRD), SNV – Netherlands Development Organization (SNV), and the Vietnam Red Cross (VNRC). On December 24, 2013, the Minister of Agriculture and Rural Development approved the “Detailed Project Document” by the decision 3040/QĐ-BNN -HTQT that provided legal status for the program to begin implementation.

2. POSITION DESCRIPTION:

VFD is seeking a full time Temporary Receptionist/Administrative Assistant ( 6 months contract for maternity cover)to provide the reception, administrative, and logistical support for the project office in Hanoi.

Supervisor: The position will report to the Finance and Operations Director.

3. SPECIFIC RESPONSIBILITIES:

This Receptionist/Administrative Assistant will perform the following tasks:

• Act as phone operator and welcome guests to the office and ensure good order of the front office.
• Being responsible for all incoming correspondences, ensuring timeliness and efficiency:

• Receive incommingcorrespondences, making copies for correspondence file and for concerned staff members;
• Ensure that all incomming correspondence are promptly delivered to those concerned;

• Being responsible for all outgoing correspondences:

• Assigning the reference number;
• Label the addresses, making a copy for outgoing file;

• Ensure that all express mails are promptly sent out;

• Monitor daily operation and use of the meeting rooms; arrange equipment for the meetings;
• Ensure that all office facilities are ready and available for daily work: Being focal point person to contact landlord and IT and relevant suppliers for timely repairation, maintenance of issues related to office equipment and office building.
• Assist with logistical/travel arrangements, and organization of workshop, conference and program events.
• Manage use of stationary and office supplies
• Management of taxi coupons. Check all expenses relating to the monthly use of the car and taxis.
• Keep track staff leave records and send it to staff on regular basis.
• Update  telephone contact  and contact address of VFD staff, partners, government organizations and other institutions with whom VFD has contacts or working relationship with on a regular basis.
• Take notes and drafting minutes of staff meetings when requested.
• Act as timesheet keeper for the office; remind staff to submit timesheets on time.
• Handling petty cash payment of Hanoi office.
• Support finance team with photocopying FOV when required.
• Carry out others tasks that may be required by the COP/DCOP  and  F&O Director from time to time.

4. REQUIRED QUALIFICATIONS AND EXPERIENCE

• Bachelor or Diploma or similar qualification from a recognized clerical college;
• At least 2 years of sound working experience in administrative/secretarial work; experience with USAID project is preferable.
• Excellent proficiency in written and spoken English;
• Excellent communication skills;
• Good organizational skills;
• Dynamic, self-motivated, willing to learn, service-oriented and able to work under pressure; 
• Professional use of relevant computer programs (e.g. MS Office, MS Word, MS Excel).

HOW TO APPLY:

Please send your CV and cover letter (in English) to email address: jobs.for.ngo.hanoi@gmail.com.

Title: Winrock International_ Position_Candidate’s full name

Deadline: 22/02/2017

Any question please contact: Ms Quyen. Tel: 043 8265118