Office Administrator

1. Loreto Kids Charity

Loreto Kids Charity (formerly known as Loreto Vietnam Australia program (LVAP)) is a registered international non-government organization (INGO) in Vietnam (Permit Number:15/CNV-VPDA) dedicated to the reduction of poverty through beneficial, qualitative and responsive educational opportunities for underprivileged and disabled students. Since 1997, LVAP has reached out to over 60,000 children through our projects; giving them support in various forms to foster an encouraging learning environment. Our staff are comprised of a dedicated, small team based in Ho Chi Minh City, Vietnam.

2. Position

The Office Administrator is responsible for the administrative oversight of office systems and processes, staff support, office communications, volunteer coordination, financial records and accountability within the organisation.

3. Major Responsibilities:

3.1     Administration

  • To provide administrative support to the Executive Director and Loreto Staff.
  • For the development and oversight of office administration processes including: filing systems, office supplies, management and maintenance of office technology, and staff related documentation.
  • Responsible for travel arrangements for staff including bookings accommodation and visas as required.
  • Working with the Communications and Fundraising Managers and Executive Director in relation to external relations publications and marketing requirements.
  • Provide support to the organisation of project event and donor related activities. 
  • Responsible for liaising with volunteers, arranging volunteer training and involvement in Loreto activities/events, as required.
  • Oversight of incoming communication – telephone, mail, email, facsimile.
  • Interpreting/translation support as required.
  • Other administrative tasks as required.

3.2     Financial

  • Working with the Executive Director on budgetary and reporting requirements.
  • Maintaining clear records of expenses and donations, filing of receipts and liaising with external accounts agency.
  • Oversight of incoming accounts and financial obligations.
  • Working with the Project Manager to maintain oversight of project expenditure and liaising with project partners regarding financial obligations and reporting requirements.
  • Working with the Communications and Fundraising Manager to support donor related activities and financial documentation.
  • Produce MOU’s, funding agreements and other documentation for donors and partners.
  • Manage donation and fundraising channels.

4. Requirements and qualifications

4.1 Essential

  • A University degree.
  • A minimum of 3 years practical administrative and financial management experience.
  • Excellent interpersonal, communication and presentation skills and ability to work effectively in a team.
  • Experience in financial management and reporting.
  • Excellent written and spoken English and Vietnamese language skills.
  • Demonstrated writing and presentation skills.
  • Experience of working with Government officials, local communities and/or local donors at all levels.
  • Ability to analyse information, evaluate options and to work strategically.

4.2 Desirable

  • Demonstrated organizational skills and ability to respond to tight timeframes or pressures.
  • Experience within the INGO context.
  • Experience with the production of printed and online communication.
  • There are occasional work and travel obligations associated with the work of Loreto and this position that may include weekends and/ or evenings as required.

5. Submission details

Please submit applications, including CV and Cover Letter, to Executive Director, Ms Jaom Fisher: [email protected] and copying in Ms Deborah Cotter: [email protected].

The deadline for submissions is: Tuesday 25th October 2016.

Job Details
Organisation Name: 
Loreto Kids Charity
Ho Chi Minh
Application Deadline: 
Tue, 2016-10-25