Admin & HR Intern

The Opportunity - Admin & HR Intern

In collaboration with Admin & HR team members to provide admin/logistics support for other Teams and all Area Offices in Vietnam

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Admin Coordinator

Staff reporting to this post: NA

Budget Responsibilities: NA

Role Dimensions: NA

Internal: Admin - HR team members, Admin Coordinator, all staffs

External: visitors, suppliers of goods and services, some Government offices

KEY AREAS OF ACCOUNTABILITY:

1. Admin

• Back up the Receptionist/ Admin officer to manage office supplies and the front desk when required.
• Photocopy, scan and translate the documents when required.
• Provide logistics support for internal events, meeting, training and workshop.
• Support daily implementation of all logistic arrangement in Country Office such as transportation, monthly office payment,  handling office supplies, EMS service, stationery, equipment, transportation and other related activities.
• Support to apply for visas for Expat staff and visitors .
• Update regular admin contact list
• Manage rental contracts tracking.
• Support in managing office asset ( inventory check, update, filing & report).
• Support in arranging and maintaining the filing system in the Country Office.
• Support in organizing the office decoration in special events and celebration such as ornamemtal trees, paintings, reading corners…etc.
• Support getting quotations and contribute to procurement process
• Ensure available logistics for new comer (working space, telephone, stationery, and motor bike parking card, etc.).
• In case of work necessity, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
• Other tasks as assigned by Line Manager.

2. Human resources

• Checking the status and accuracy of current filing systems – both soft and hard copies for active and inactive staff
• Consolidate and supplement the current Pfiles systems
• Collect, photocopy, scan, file all documents in the right places
• Keep the Pfile system up to date
• Provide logistics support to recruitment activities such as written tests and interviews
• Other tasks as required

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency

QUALIFICATIONS

• University degree in relevant area

EXPERIENCE AND SKILLS:

Essential

• Good spoken and written English language skills,
• Computer literate (Microsoft Word and Excel are required),
• Customer-oriented, supportive
• Positive working and learning attitude
• Faithfulness, hard-working, details oriented, good interpersonal skill and ability to work in a team
• Good communication skill
• Commitment to Save the Children values

Desirable

• Good communication skill
• Commitment to Save the Children values

Additional job responsibilities

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Level 1:  the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education, and child protection. We also campaign and advocate at the highest levels to realize children’s rights and ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:

Hanoi - Admin - Human Resources Intern - National only - SCI Career Site Careers (oraclecloud.com)

Location: 70-72 Ba Trieu, Hoan Kiem, Hanoi

Closing Date:  31 July 2024

If you have any issues with applying via our system, please send an email explaining your troubles to [email protected]

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties by our global anti-harassment policy.