Admin and Supply Chain Assistant

The Opportunity - Admin and Supply Chain Assistant

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.

Key Responsibilities

• Register the suppliers to ProSave and Ariba Network, process supplier questionnaire and vetting
• Maintains and ensures the most updated data for the online procurement system (ProSave)
• Arrange procurement filing system and keep tracks of procurement files
• Ensure the sufficient procurement filing according to checklist
• Implement procurement under the simple and single threshold to accommodate admin demand
• Arrange payment through ProSave and update monthly payment progress
• Be in charge of photocopy, scan of contracts, documents
• Implement procedures to extend contracts or discontinue existing agreements
• Facilitate procurement workshops, induction and training
• Support with communications with suppliers
• Provide the internally support sevices to Support Services team members in doing logistics and arrangements for travelling (transportation, hotel booking, etc.) on the online procurement system (Prosave)
• Manage and update staff personal vehicles (motorbikes/ cars) for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
• Be in charge of managing office stationery and storage
• Take Support Services team meeting minutes
• Manage and supervise offices cleaners duties tasks and declare/submit online their monthly timesheet (Proxy User)
• Maintain daily office administration, manage employees entering and leaving the office must comply with protocols.
• Office assets management according to SCI policies, physical asset check twice for 1 year.
• Other Admin & Supply Chain tasks assigned by Line Managers

Working contacts:

• Internal: All staff including Programs members, Support Services team members in Lao Cai 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

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

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:

Job Description - Lao Cai - Admin & Supply Chain Assistant - National Only (2100084X) (taleo.net)

If you have any issues with applying via our system, please send email explaining your troubles to [email protected]

Closing Date for Application: 25^th November, 2021

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 believe that gender equality is a basic right for all people

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.