Administrative Officer

CARE International in Vietnam is a Non-Government Organization representing the CARE International network in Vietnam since 1989. CARE in Vietnam’s Program Strategy is explicitly oriented around achieving impacts for particularly vulnerable and marginalised groups in Vietnam. To achieve this, we work with Vietnamese partners across sectors such as health services, rural livelihood development, disaster risk reduction and climate change adaptation. We recognise that women’s empowerment is a critical pathway for poverty reduction and place women and girls from marginalised population groups at the heart of our programming efforts.

CARE in Vietnam is looking for an experienced and qualified Vietnamese to fill Administrative Officer position, base in Ho Chi Minh City

Position information:

Position title:    Administrative Officer
Reporting to:     Deputy Country Director – Finance & Admin
Contract:    8 months from January to August 2014
Base in:     Ho Chi Minh City

Position Summary

Providing support on administration, logistics, safety and security and procurement to the CARE HCMC office and southern projects as required. The Administrative Officer ensures that the office is managed effectively and according to CARE procedures and regulations.

Duties:

1. Admin & Logistic
1.Reception duties including answering telephone, welcoming visitors, checking of office email account, handling inwards and outgoing mails and faxes, and making international phone calls.
2.Logistic support: arranging for meeting rooms, forms, travel/hotel bookings, car rental & payment, office set up, timesheet & leave records, Office equipment & furniture, etc.
3.Supervise IT management in HCMC office and regularly update ICT Administrator for any system and IT equipment issues (Anti-virus, internet, backup, IT equipment maintenance…etc)
4.Maintenance and management of central filing and archiving system and corresponding e-filing.
5.Supporting Visitors, International staff & International Volunteers (house rental, personal effect, visa extension, work and residence permits, airport pick up arrangements, etc…)
6.Ordering office supplies and preparing payment vouchers for office supplies and expenses (water, drinking water, electricity, telephone, photocopy, stationery, monthly phone cards, taxi card, and mail out).
7.Management of IEC of CARE publications and PR materials.
8.HR activities support: recruitment advertisement, setting up interviews, Insurance cards, email & name cards.
9.Orientation of new staff on systems related to office administration procedures including the central filing system and the e-filing system.
10.Management of HCMC service contracts (rental, maintenance).
11.Translation and interpretation when required.
12.Other reasonable duties as assigned.

2. Safety & Security Focal Point
      1. Orientation for news staff, visitors, and expats.
      2. Checking extinguishers, first aid kits, and smoke alarm in office.
      3. S&S report.
      4. Promoting a safe and secure work environment.

3. Procurement & Asset Focal Point
     1. Preparing contract for goods & service.
     2. Getting quotations & Bid of analysis quotations,
     3. Making procurement tracking reports.
     4. Review of preferred suppliers lists.
     5. Supporting the whole procurement procedures for goods & service..
     6. Supporting procurement for emergences
    7.  Management of HCMC Office assets and inventory (transfer/disposal, maintenance, reconciling with finance, assets register reporting to HN).

4. Cashier
     1. VND/USD withdrawal from banks.
     2. Keeping office cash in Safe.
     3. Advance/acquittal payment for staff.
     4. Daily cash custodian and check at weekend.
     5. Advance for office expenditure.

5. Emergency Response team member
    1. Supporting distribution.
    2. Supporting logistic & procurement.
    3. Travel to field.
    4. Undertaking other tasks as required.

6. Coordination
     1. Liaison with Ha Noi Office and field workstations to undertake the above-mentioned duties.
     2. Undertaking other coordinating tasks as required.

Selection Criteria
1.Relevant Degree in Administrative
2.Minimum 3-5 years of work experience as administration officer, preferably in the NGO.
3.Proficient in MS Office applications (Word, Excel, Internet Explorer, MS Outlook, PowerPoint)
4.Good inter-personal skills
5.Fluent in written and spoken English.

*** Child protection:
CARE International in Vietnam is committed to protecting the rights of children in all areas we work around the world. Applicants are advised that CARE International in Vietnam reserves the right to screen candidates to ensure a child-safe environment. Further information can be found in the CARE Vietnam child protection policy.

Interested candidates should send a full CV in English and stating the position title to email: [email protected]. Closing date to apply for this position: 6 December 2013.

The short-listed applicants will be contacted for interviews. Please no telephone contact after submitting the application.