Admin and Finance Assistant

Position: Admin. and Finance Assistant

Work location:Ha Noi Office

Report to:Admin. and Finance Ha Noi Manager

Deadline:June 29, 2017



East Meets West Foundation, US-based humanitarian organization, is seeking a volunteer who will support for Admin. and Finance Ha Noi Manager in a variety of clerical, receptionist, administrative and financial support duties for Ha Noi Office and Programs.


  1. Administrative works:

  • Meet and greet guests to the office. Receive, sort and distribute incoming and outgoing mails to appropriate staff members in the office;

  • Answer telephone calls, take messages and transfer calls to appropriate staff members. Provide back-up materials for call backs or make calls to external entities/Partners on Country Director’s or senior staff requests/notes;

  • Ensure efficient filing, tracking and storing system of documents;

  • Responsible in stamping, scanning, printing, photocopying, filing and delivering documents to corresponding partners/ agencies.

  • Keep official EMW stamp safely

  • Organize logistical arrangements for lodging, transportation, workshops/conferences for projects and operational activities of the office;

  • Coordinate and organize Hanoi office common activity such as team building, outing events, year-end party, and other arrangement for funeral, wedding, birthdays, lunar calendar ceremony…

  • Purchase, maintain office equipment, functions and supplies with appropriate services and venders.  Research and identify competitive suppliers for project related equipment and supplies.


  1. Finance:

  • Cashier

  • Check EMS/ air ticket/other bills

  • Prepare cheque & withdrawal money from bank

  • Prepare disbursement voucher and Petty Cash monthly report for Hanoi Office

  • Keep track, label, hand over & report EMW equipment in Hanoi Office

  • Check monthly request for payment & breakdown the list to programs from partner agency including EMW, Air tickets, stationery…


  1. HR:

  • Submitting paperwork to the competent authority when required

  • Prepare paper works to support getting visa, work permit, residence card, and other papers for foreign visitors, donors and staffs.

  • Support HR in delivering paper works and insurance cards, conducting yearly health check and other tasks as assigned

  • Other A&F tasks as required


Indicators for good performance:

  • Complete all tasks/assignments in an accurate, cost effective and timely manner.

  • Quality reports to meet deadlines, as required

  • Minimize mistakes in work and breaches of organizational regulations.

  • Build a good relationship with supervisor, co-workers and counterparts.


Job Specifications/ Qualifications:

  • College or University degree in Business Administration, English, Finance or related field of study.

  • At least one year experience in the field or with NGO is preferred

  • Strong secretarial and office management skills

  • Excellent time management and problem-solving skills.

  • Advanced proficiency in MS Office Suite. 

  • Possess professional attitude, appearance, and diligence.  

  • Strong communication and interpersonal skills.

  • Proficiency with written and verbal communication skills in English and Vietnamese.

  • Able to work independently as well as work in a team.

  • Able to work under pressure and deadline


Salary and benefits will be determined based on experience and qualifications

Procedure for Candidacy

Please send resume and cover letter, or nominations, to: [email protected]

Specify “A&F Assistant” in the subject line.


Electronic applications only.

Job Details
Organisation Name: 
Application Deadline: 
Thu, 2017-06-29