Admin Officer

CARE in Vietnam is a Non-Government Organization representing the CARE International network. CARE in Vietnam is a creative and dynamic organization, working with Vietnamese partners in the sectors of health, rural development and disaster mitigation and preparedness.

CARE in Vietnam is looking for an experienced and qualified Vietnamese to fill in Admin Officer position.

Position information:
Position title:    Admin Officer
Reporting to:     Admin Manager
Contract:    6 months from May to November 2013
Base in:     Hanoi

Position Summary

As part of the CARE administration team, undertake and complete all administration tasks and requirements, provide support services to staff and to projects and to implement administration team projects

Duties:

Reception, filing & library
•    Answering telephone, checking email, out-in fax, and welcome guest.
•    Sending mails and record all outgoing mails & faxes
•    Attending to visitors to the office & inform relevant staff
•    Ensure all visitors are taken care politely and strangers are not allowed to run around the office area
•    Update CARE contact list (staff contact, donor & partner contact list)
•    Update and print out the emergency contact cards
•    Prepare & send out email to relevant CARE CO to inform CARE VN holiday notice
•    Check CARE VN inbox regularly and forward to relevant staff
•    Maintain and update SMT Calendar, extension  update
•    Receiving letter, document and filing
•    Library maintenance, keeping the IEC
•    Maintain and renew contracts with office utilities supplies like telephone, fax, internet and at expat's residence

Logistic arrangement
•    Logistic arrangement for workshop, training
•    Manage the internal meeting room reservation, set up the meeting equipment, telephone conference
•    Coordinate with cleaning ladies to prepare tea breaks, order lunch if required
•    Visa application; prepare the visa application, visa extension, visa support letters, maintain & update the list of visa due for expats
•    Booking airfare, print tickets and send the link to travellers
•    Hotel reservation
•    Prepare travel forms for CD & DDs and print out the tickets for their travel
•    Arrange car hire for staff to the field, taxi to pick up/take staff to/from airport

Maintain stationary, photo copying, prepare payment vouchers etc
•    Purchase Stationary, phone card and give to staff
•    Photocopying & binding, scanning documents as required
•    Maintain stationary stock control and kitchen utilities for monthly order
•    Ensure all letter head papers & envelopes are in place and request for printing before running out
•    Maintain first-aid supplies
•    Maintenance of office equipment and building (telephone switch box, generator, faxes...)

Prepare payment requests
•    Prepare payment vouchers for office supplies (EMS, telephone, air-tickets, vehicle rental, expat utilities, drinking water, expat lease, visas, salary for cleaner etc)
•    Manage office petty cash, prepare acquittal

Office equipment maintenance (generator, air-cons, hot water….)
•    Contact landlord to inform any out of order device (bathroom facilities, building equipment, lift…)
•    Record asset movement (LCD projectors, conference equipments...)
•    Office building maintenance
•    Check the water consumption of 6-7th floor and prepare invoice to landlord for water & lift costs

Selection Criteria
•    Minimum of 4 years working experience in a similar area in an international organisation.
•    Familiar with Government of Vietnam procedures and protocols including visa applications
•    Strong administration and computer skills
•    Must have attention to detail, be well organised, self motivated, flexible and able to travel as required
•    Ability to deal with lots of demands
•    Fluency in written and spoken English and Vietnamese.

*** Child protection:
CARE International in Vietnam is committed to protecting the rights of children in all areas we work around the world. Applicants are advised that CARE International in Vietnam reserves the right to screen candidates to ensure a child-safe environment. Further information can be found in the CARE Vietnam child protection policy.

Interested candidates should send a full CV in English and stating the position title to email: [email protected]. Closing date to apply for this position: 16 April 2013

The short-listed applicants will be contacted for interviews. Please no telephone contact after submitting the application.