Habitat for Humanity International founded in United States in 1976. Habitat now works in 1,400 communities across the U.S. and in nearly 70 countries and has helped 6.8 million people achieve strength, stability and independence through safe, decent and affordable shelter.
Habitat Vietnam has been working in Vietnam since 2001. For 20+ years, Habitat Vietnam has been delivering holistic housing approach to Vietnamese people, especially vulnerable groups by supporting and empowering communities to take ownership in improving their living conditions. Since then, Habitat Vietnam has served nearly 61,000 families through housing interventions, water and sanitation, post-disaster recovery, and nearly 245,000 people through capacity building.
Our vision: A world where everyone has a decent place to live.
Our mission: Seeking to put God’s love into action Habitat for Humanity brings people together to build homes, communities and hope.
Our core values: Humility, Courage, and Accountabilities
Habitat for Humanity International is an equal opportunity organization and committed to safeguarding. We pay high attention to the safeguarding of stakeholders in our operations. We recruit people based on their suitability compared to job requirements and candidates'commitment to share Habitat's values.
Candidates who are interested in Habitat’s Vision & Mission and qualified for the job please send us your comprehensive CV & Cover Letter in English highlighting your interest and capabilities to [email protected]. Please also mention in the CV/Cover Letter the contact details (including telephone number and email) of 3 referees including the most recent direct supervisors.
All potential candidates are welcomed. However, your application form will be screened and only suitable candidates will be contacted.
Work Location:
Ho Chi Minh City office
JOB SUMMARY
The position provides daily administration services and occasional HR supports to ensure professional, and efficient operations of Habitat for Humanity Vietnam
KEY RESPONSIBILITIES
1. Provides administration services
I. Reception & Office Maintenance
Receive incoming calls, taking message or put through to right recipients
Distribute incoming mail, handle outgoing mail, prepare for courier services in HCMC
Ensure that the meeting room is prepared before scheduled meetings (checking cleanliness, available drinking water other necessary preparation for receiving guests)
Check & ensure office cleanliness, office equipment & facilities function well
Assist in maintaining a safe and secure working environment
II. Administration Purchases
Estimate, request & purchase stationery & other office facilities/supplies to ensure adequate amount & quality of goods for daily operation of the office
Make hotel, ticket, transportation booking for staff going on business trip and guests in accordance with financial procedures
Review and make recommendation on buying or renewal of office rental, and other purchased goods/services for the best benefit of Habitat
Prepare & complete Administration payment including house rental, power, drinking water, telephone, stationary, parking, photocopier rental etc. in accordance with financial procedures
Update & complete Preferred vendor list in compliant with Procurement Policy
Work with agency and/or relevant authorities to get visa, work permit for foreign staff and international volunteer/intern
III. Other Responsibilities
Support HR and Admin Coordinator in preparing logistics for events like family day, annual conference, CSP & other meetings
Filing hardcopy of Admin document and update in tracking file
Consolidate admin cost report of 3 regions by quarter for budget planning purpose
Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary organizational news and information
Perform other related tasks as assigned by HR- Admin Manager when needed
2. Provides assistances to National Director
Under guidance of National Director complete printing and approval process for official documents such as DOA, Partnership Agreement, Letter to Partners, etc. sent from Hanoi and Central regions
Provide other assistance to National Director when needed
3. Manages assets
Input newly purchased asset to asset book/list. Monitor and record asset movements properly.
Coordinates/follow up with admin support staff in Hanoi and Quang Nam Offices and other departments to well maintain the organization’s assets and conduct annual inventory check. The roles also require to work/deal with insurer to sign and implement insurance contracts.
4. Provides HR operational support
Monthly updates staff directory & staff anniversary to ensure sufficient information in use.
Supports HR and Admin Coordinator to schedule onboard orientation with relevant people and to collect quotations for annual health care insurance contract.
Receive and timely record staff leave application
Get quotation of vendors for annual health check up
5. Provides translation support to program department
Do simple translation to support program department or;
Provide translation support to program department by searching, negotiating and completing outsource translation service in compliance with procurement policy and process
CRITICAL JOB REQUIREMENTS
College degree or equivalent in business administration, economy or supply chain or equivalent
Knowledge of Policies on Conflict of Interest, Procurement, Safeguarding, Policy on Business Travel, Asset Management and its procedures (to be oriented).
Knowledge of commercial contracts and its relevant regulations and hand-on experiences in drafting, finalizing procurement contracts
Knowledge of business letter and its layout/format
Good Negotiation and Coordination skills
Proficient knowledge & skills in using word, excel, PowerPoint, email, internet….
Good level of Organizing skills, and Time management Skills and able for multi-tasks
Intermediate level of Analytical thinking and Problem solving skills
Proficient business communication in both Vietnamese & English language
Previous experiences working in iNGOs prefered
Working Conditions: Office based
AT HABITAT WE COMMIT TO PROVIDE PEOPLE WITH FOLLOWING VALUES:
Competitive salary and benefits comparing with other iNGOs in Vietnam
Open, collaborative and supportive working environment
Experiencing meaning of community development through Habitat’s projects
