Administrative Assistant

About the organization
In October 2011, beside the current education programme, the Flemish Association for Development Cooperation and Technical Assistance, Belgium (VVOB) has started up a new programme namely Career Education Programme for the period 2012-2013 in Vietnam. This programme aims to improve the quality of career guidance through better information, better vocational training at the secondary education, better understood potential of vocational training in two provinces Nghe An and Quang Nam.
The program will have partnership with Department of Education and Training (DOET), Women’s Union of the above provinces.
The Administrative Assistant will support the Programme Coordinator, by being responsible for the secretariat, administration and related communication. The assistant will also give secretarial and administrative support to the overall programme.

Tasks:
- Ensure required documentation (administrative and financial) is collected and submitted timely and in good order to the relevant Coordinator
- Assisting programme coordinators in contacting VVOB partners, collecting information, follow-up by telephone or correspondence.
- Assisting local coordinators with translation
- Writing general office correspondence, letters and e-mail.
- Keeping office files and documentation up to date and in order.
- Being the focal point in procurement processes
- Supporting the accountant: following up of funds application files from the different programme components
- Make petty cash payments and keep records and reconciliations, accordingly.
- Assisting with expenditure analysis and documentation for partners
- Giving logistical support for in-country and international missions
- Arranging for delivery & collection of mail and documents.
- Communicating internally with the programme team on administrative and general office matters.
- Assisting with the personnel administration.

Requirements:
- Diploma in Secretarial Studies / Business Management/ relevant field and a minimum of three (3) years (36 months) relevant work experience
- Experience in the education and/or development sector is an advantage
- Proficiency in computer applications: MS Office: good command of Word and Excel is required, knowledge of Access and Power Point is an advantage.
- Experience with other internet and software applications (eg skype, picture management) is an advantage.
- Basic knowledge of bookkeeping.
- Good written and oral command of English.

Competencies:
- Analytical and problem-solving skills with ability to apply good judgement in the context of assignments given.
- Ability to judge and to assure adherence to sets of specific guidelines for administrative and financial management.
- Ability to successfully produce a variety of small reports.
- Good planning and organisational skills.
- Responsible, result orientated and able to meet deadlines.
- Flexible, able to offer alternative ideas and solutions.
- Keen on acquiring new skills, self development.
- Capable of working independently and in teams with other VVOB staff
- Confident.
- Excellent telephone communication skills.
- Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in multi-cultural, multi-ethnic environments with sensitivity and respect for diversity.

Duty station
This full time position will be located in Hanoi. Ad-hoc working trips to the 2 provinces are part of the assignment.

Remuneration and benefits
Salary and package according to EU-UN cost norms 2009 (including social and health benefits)

Starting date
As soon as possible.

Duration
Up to 31/12/2013

Application
Candidates for the position are requested to submit letters of application and CV in English by 25th  November 2011: email to [email protected] and [email protected].

Only short-listed candidates will be contacted for interviews. Selection interviews are scheduled for the last week of November 2011.