Administrative Assistant

Position title      : Administrative Assistant
Workplace        : HFHI - Viet Nam National Resource Center – Ho Chi Minh City
Reports to        : HRC Manager, Administrative Support Manager
Direct Reports   : n/a Supports volunteers, security, cleaner, cook, drivers, etc.
Relates to        : All HFHI-Vietnam staff, local suppliers, government agencies, Administrative and Financial teams
   
Overall responsibility:
The Administrative Assistant (AA) is a key support staff to HFHI-V staff and local partners. Assisting the Deputy Director and National Director and broader organizational administrative needs, the AA ensures effective support of daily administration of office tasks and functions that insure stewardship of HFHI-V resources. The AA is also a key support to project staff in support of project administrative needs. With excellent English and Vietnamese spoken and written skills that are used in document translation, the AA is the first point of key contact via phone, in person and email for administrative needs of staff, suppliers and government and partner relationships.

Key Result Areas
- Exemplifies Servant Leadership and good stewardship of HFHI-V resources
- Oversees effective cash management systems for day to day transactions; works closely with finance team to balance petty cash and prepare monthly reports for HFHI and donors.
- Working with finance department, ensures all creditor invoices are received, reviewed & paid on time with staff personal usage (phone, etc) collected.
- Ensure security, maintenance of all HFHI-VN assets, including office, vehicles, computers, photocopier, phones, equipment, documents and electronic media through local and international backup processes.
- Organizes and processes requests for purchasing such as land and air travel, office equipment, professional services, training, etc.
- Effectively translates key documents in both Vietnamese and English
- Develop & Implement filing system for electronic and hard copy data. Processes documents processing and support as required by the leadership team.
- Engage & Support individual volunteers and teams to help perform related tasks
- Support project teams in administrative, budgeting, cash preparation and as from time to time, participates and support field based activities such as training, survey, assessments, etc.
- Perform other duties as assigned by Admin Support Manager, Deputy Director or National Director.

Knowledge, Skills, Abilities and Other Characteristics
- Excellent communication skills in English (BA level or above) and Vietnamese 
- Understanding and support of HFH Vision, Mission, Goals, Values and Principles.
- Willingness to work as a team; Reliable with very good organizational, communication and interpersonal skills.
- Expresses a willingness to learn new skills and information as a “life long learner” committed to self development
- Strong computer skills – MS Word, MS Excel Spread sheet, Access, QuickBooks Pro, etc.
- Strong organizational skills – can prioritize multiple tasks while establishing effective administrative systems.
- Strong bookkeeping skills needed to successfully manage petty cash
- Excellent attention to details to promote accurate and timely reports. Meets deadlines while managing many tasks.
- Ability to relate well with Project Coordinators, Managers, Directors,  Staff, volunteers and partners
- Commitment to professionalism, leadership, personal and spiritual growth
- Results focused with ability to work long hours; is organized, self-starter, resilient and persevering

Experience requirements
- University major (BA at least) in office management systems, administration related studies
- At least 3 years experience in administrative support with International organization, preferable INGO
- Actual NGO project administrative experience of 1-2 years desirable
- Willing to travel domestically and internationally and support field office staff as needed

Remuneration Range: A2 C (based on experience & qualifications)

Benefits and Performance Appraisals
Benefits will be provided as guided by standard labor policies and practices of the Socialist Republic of Vietnam as related to INGO operations in Vietnam and guided by best practices from HFHI policy and guidelines.

Annual or project specific job plans will be developed with supervisor and management team will objectively guide and serve as assessment tool for regular (3-6 months) performance assessments and formal annual or end of project performance appraisals.