Office Manager

1. Background
The French Red Cross (FRC) aims to prevent and alleviate human suffering and to improve the situation of the most vulnerable people, without discrimination of nationality, race, religious beliefs,
class or political opinion. The French Red Cross carries out activities – mainly in the fields of health and social care, disaster preparedness and relief - in France and worldwide, within the International Movement of the Red Cross and Red Crescent societies.
Since 1990, the French Red Cross has been working together with the Vietnam Red Cross (VNRC) to implement humanitarian (response to typhoons/floods) and development (road safety, water and
sanitation) projects in Vietnam.
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2. Job description
2.1. Duration:            One (1) year contract with possibility of extension.
2.2. Location:            Hanoi with occasional field visits to the project sites.
2.3. Duties and responsibilities
Under the supervision of the Head of Delegation (HOD), the Office Manager is responsible for ensuring the appropriate:
- Management of the administrative, financial, logistic and HR aspects of the mission;
- Management of equipment and supplies of the program.
2.3.1 In Accounting, Financial and Budgetary Management, the Office Manager:
- Manages funds for the mission: monthly forecast of treasury, bank relationships, fund transfers;
- Supervises accountancy and assists the accountant during high activity periods;
- Ensures the implementation of office procedures: advances, purchases, validations, invoices, tenders, etc;
- Manages and monitors all expenses in regard to the budget and existing financial rules;
- Drafts financial reports, budget follow-ups and analysis;
- Informs Program Coordinators regarding budget consumption;
- Drafts proposal budgets in collaboration with the HOD.

2.3.2 In Administrative Management of Expatriate Staff and National Human Resources, the Office Manager:
- Implements the HR policy regarding National Staff in coordination with the HOD and HQ HR department (internal regulations, salary policy, and reviews);
- Implements National staff administrative management (particularly in work contracts, leaves, disciplinary measures, training sessions, performance evaluation, tax & salary payments, etc);
- Participates in National Staff recruitment in drafting job descriptions in collaboration with programme coordinators, interviewing, selecting, and in other administrative processes.
- Manages administrative issues regarding expatriate staff, such as visas, flight tickets, leaves, etc.

2.3.3 In Administrative and Logistics Management of the Office in Hanoi and Projects, the Office Manager:
- Drafts and monitors MOU with authorities in coordination with the HOD;
- Participates to tender process.

2.4. Requirements
- Vietnamese citizen.
Educational background:
- University Degree, preferably in Economics, Financial Management or Public Administration.
Working experience:
- At least 5 years of experience, including 2 years in an international environment;
- Experience in book-keeping;
- Experience in staff management;
- Experience in purchasing and logistics procedures;
- Experience in office management.
Knowledge:
- Excellent command of written and spoken Vietnamese;
- Good command of written and spoken French;
- Good command of written and spoken English will be an important asset;
- Good computer skills: Word, Excel, and email;
- Good command of an accounting software;
- Knowledge of the Red Cross Movement is an asset.
Personal skills and abilities:
- Good interpersonal, communication and negotiation skills;
- Good analytical and reporting skills;
- Be rigorous, thorough and detail-oriented;
- Very good organisational skills;
- Leadership and ability to supervise people;
- Ability to work in team as well as independently;
- Ability to take initiatives.
3. Application Procedure
Applicants are requested to send:
- a CV in French or in English;
- an application letter in French or in English;
- copies of education degrees and relevant certificates.
By post mail to:
3 Do Hanh, Bao Long building, 6th floor,
Hai Ba Trung district, Hanoi
Or by email to: [email protected]

DEADLINE:                         16/04/2010
Only short-listed applicants will be contacted by phone or email, and invited for an interview.