Admin Officer

VACANCY

JOB TITLE: Admin Officer

POSITION SUMMARY:

Location:                  Ho Chi Minh City
Employment Type:     Local, Full Time (100% FTE)
Travel requirements:  Travel throughout the province where located (Hanoi); infrequent travel for knowledge sharing and training within Viet Nam.

BACKGROUND:

IRD VN is a locally registered social enterprise in Viet Nam.  IRD VN is a young, dynamic and growing organization.  Though we started in 2016, we now have over 30 office-based staff working across five cities in Viet Nam. IRD VN works in close collaboration with the Vietnam Administration for HIV/AIDS Control, the National TB Control Program, Provincial CDCs and TB Programs, and other in-country partners to implement projects funded by USAID, the University of San Francisco (UCSF) the Stop TB Partnership’s TB REACH initiative, the Centers for Disease Control and Prevention (US CDC), UNITAID and Otsuka.

In collaboration with US CDC, IRD VN is helping promote progress towards sustained HIV epidemic control by bridging current gaps in private sector engagement, linking Viet Nam’s HIV and public health system, and infusing a Clinical Business Intelligence (CBI) approach with HIV program stakeholders. The project objectives have been designed in alignment with key requirements for HIV program services as well as cross-program areas (CPA) including Strategic Information (SI) and TB/HIV in seven focus provinces (Ha Noi, Hai Phong, Thai Nguyen, Ho Chi Minh, Binh Duong, Long An) of Viet Nam. We will catalyze the expansion of client access and uptake to high-quality HIV services in private and community care settings through a Private Provider & Community Support Agency model.

For more information about IRD VN, please visit www.ird.vn

MAIN DUTIES AND RESPONSIBILITIES:

Human Resource support

• Assist in coordinating and organizing the staff events;
• File and maintain HR records confidentiality;
• Register Social Insurance for new hires; and record any social insurance adjustment on monthly basic;

Administration support

• Ensure the smooth operation of the office’s administrative tasks;
• Monitor the mail in and mail out for the office;
• Coordinate printing of office documents either in-house or through third-party vendors;
• File administrative documents;
• Procurement of the office supplies and equipment; Obtain quotations for supplies;
• Coordinate supply procurement and inventory management;
• Maintain label, booking, stock-taking of asset and maintain the asset register;
• Liaise with admin staff in Ha Noi and Ho Chi Minh City to transport documents and supplies between cities;
• Assist the HR team in obtaining signatures and file documents of contracts, annual conflict of interest declarations, training certificates, etc.;
• Coordinate travel arrangements for the staff within HCMC;
• Other similar tasks as needed.

REQUIRED EXPERIENCE/SKILLS:

• Bachelor’s degree required
• At least 3 years of experience in office administration
• Fluent in Vietnamese and English
• Strong computer skills, including familiarity and comfort with using Microsoft Word, PowerPoint and Excel
• Flexibility across a range of field- and office-related tasks
• Good attitude, self-motivated, and ability to work well individually as well as in teams
• Highly motivated, willing to learn, service-oriented, attention to detail and able to work under high pressure and within a limited time frame
• Personal Qualities:
  
  • Highly proactive approach to work
  • Tactful and discreet
  • Friendly and adaptable when interacting with people
  • Confident
  • Professional approach to HR

APPLICATIONS SHOULD INCLUDE:

• A cover letter written in English
• An up-to-date, detailed Curriculum Vitae in English
• At least two employment references (Name, Phone Number, and Email Address)

SEND AN APPLICATION:

• By e-mail to [email protected]
• Subject: “Application for Admin Officer in HCMC”
• Deadline: 30 September, 2022

Compensation and the final position grade will be commensurate with experience. Full benefits will be included in the compensation package. All applications will be carefully considered, but only short-listed applicants will be contacted and interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful.

IRD VN is an equal opportunity employer.