Admin Consultant

1.Context:

ActionAid International Vietnam (AAV) is a member of a global federation ActionAid International with operation in more than 40 countries in Asia and Pacific, Africa, America and Europe. AAV started its operations in Vietnam in 1989 and registered its Representative Office in country in 1992. In the last two decades, AAV has expanded its programme into more than 20 provinces in the poorest areas of Vietnam in the Northwest Mountains, Central Highlands and Mekong region. The organization works in partnership with the poor and marginalized communities in difficult provinces, with the poor and marginalized people as the centre of all interventions.

AAV has gone through four phases of Country Strategy Paper (CSP), each identified our understanding on Vietnam contexts and orientation of our activities on poverty reduction. The CSP V (2012-2017) has been developed, confirming ActionAid's solidarity with the poor and marginalized people, belief in their agency and capacity in implementing alternatives for a life with dignity.

Administration unit plays a key role in facilitating the working conditions and environment in AAV.  To fill the manning gap of Administration unit from 25th November 2013 to 10th June 2014 when the Admin Support Officer is on maternity leave, a full time Admin Consultant is required to ensure the smooth operation of the unit/department.

2.Scope of work

The consultant will take basic responsibilities of the Administrative Support Officer while some other key tasks will be handled by Office Administrator.

The key responsibilities are as follow:

2.1. Reception and administration work
- Telephone calls are professionally and friendly handled and followed up
- Visitors are warmly welcomed and informed to relevant persons
- Incoming and outgoing documents/mails are well handled and filled
- Payment for related services such as DHL, TNT, EMS, electricity, water…are well processed in time
- Good filling system (for both soft and hard systems) are well arranged
- Communication and correspondence between AAV, DAs, Asia Regional Office and AAI is properly handled
- Regularly update any changes of contact numbers in AAV and circulate to all staff
- Properly logistic support is provided for meetings and workshops organised outside Hanoi office as well as in Hanoi office

2.2. Logistic support
- Visa for AAV staff are well arranged
- Signboard for visitors are properly arranged
- Translation, interpretation and typing are required
- Hotel accommodation for AAV staff and visitors are timely arranged and as required
- Service suppliers’ survey is timely arranged

2.3. Travel arrangement
- Transportation for AAV staff and visitors are timely arranged and as required (including rental vehicle, taxi and train ticket arrangements). Log books are regularly recorded, checked and verified
- Making relevant payments accurately and timely
- Monthly update travel board in Y drive

2.4. Stationery and equipment management
- Stationery and office supply stocks is well monitored and distributed monthly. Logbooks are monthly recorded and signed
- Office equips are well managed and maintained

2.5. Office procurement
- Procurements for Hanoi office are made in line with AAV's finance management policy
- Ensure timely maintenance services for procurement
- Other admin expenditure is managed and claimed in time

2.6. Other tasks as assigned by line manager are well performed

3.Period
From 25th November 2013 to 10th June 2014

4.Expected results:
- Proper support on daily receptions and administration work are conducted
- Logistic support to AAV visitors are well arranged in timely basic
- Travel arrangement for AAV staff and visitors are well organized
- Office stationery, refreshment and procurement are well managed and followed AAV’s policies and procedures
- Payments are claimed within the time frame

5.Qualification requirement
- University degree in Administration management or relevant field.
- At least 2 years of working in the similar position or relevant fields.
- NGO/Project working experience is preferable

6.Monitoring and evaluation
- Will be inducted and coached by the Administrator
- Will be directly supervised by Administrator
- Monthly report will be submitted as consultancy report

7.Budget
- The consultant will be paid with the rate from 400.000 VND to 600.000 VND/ day (base on actual working day) depends on his/ her qualification and experiences.
- The rate includes PIT, insurance and monthly paid to consultant 

8.How to apply

Written application in English together with full curriculum vitae should be sent to [email protected] (please indicate subject as: Application for Admin Consultant)

9.Deadline for application: 3rd November 2013