Office Manager

Office Manager, Mekong Program

Tracking Code: 7520

Job Description

Please submit a cover letter with your resume in one document describing your interest in this position and how you meet the requirements. Application materials must be submitted in English and applicants must have legal authorization to work in Vietnam to be considered and confirm this in their cover letter. PATH offers a highly dynamic work environment and provides competitive compensation and benefits based on experience. Salary and benefit package are paid in VND.

NOTE: You are required to be a citizen of Vietnam to apply for this position. We will not respond to your application if you do not meet this requirement.

PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health. Working in Vietnam since the early 1980s, PATH established a permanent office in Hanoi in 1997.

The PATH Mekong Program is currently implementing a broad portfolio of activities on a range of health issues. In Vietnam, this includes efforts to develop sustainable responses to addressing communicable diseases such HIV and tuberculosis, as well as emerging non-communicable diseases, such as hypertension; supporting the Vietnam government to improve disease surveillance; introducing human milk banking; and strengthening vaccine production, distribution and delivery systems.

PATH seeks an Office Manager to oversee the administrative functions of the office, comprised of over 50 staff. The Office Manager should possess excellent organizational skills, personnel management skills, strong negotiation and communication skills, and be familiar with working in a fast-paced non-governmental work environment. Reporting to the Mekong Regional Operations Officer, the Office Manager will be responsible for the following key activities:

  • Manage a team of administrative staff including receptionist, drivers and cleaner;
  • Manage relationship with building management; arrange for office improvements, outfitting and moving as necessary, décor and equipment upgrades. Oversee office and storage lease;
  • Oversee employee leave and office working hours;
  • Provide administration support to the Mekong Regional Operations Officer;
  • Facilitate relationships with PACCOM, HCMC Union of Friendship (HUFO) and other governmental bodies for proper office registration, and reporting to authorities on PATH activities;
  • Arrange for visas and work permits for expatriate staff and family members;
  • Responsible for International travel arrangement for staff and visitors coming to Vietnam as well as for staff and delegations going abroad. Be a focal point person to liaise with HQ on travel;
  • Liaise with Regional Systems Administrator to ensure smooth operations of computers, network and supporting systems;
  • Ensure office facilities functioning well and ensure for healthy and professional environment and arrangements;
  • Manage annual facilities budget;
  • Oversee selection of office local regular vendors. Develop and maintain contracts with those vendors;
  • Oversee procurement of office supplies and equipment in compliance with PATH policy and procedure. Oversee office inventory;
  • Coordinate staff monthly meetings and other office events;
  • Orient new staff on PATH administrative policies, procedures and practice;
  • Oversee office space, workstations, equipment for staff, office safety, security and emergency. Serve as primary administrative liaison with PATH headquarters on Office Emergency Management Plan;
  • Coordinate with Office Manager in Ho Chi Minh city to ensure smooth operation in Ho Chi Minh city office;
  • Back up for Regional Office Assistant in providing admin support to the Country Representative/Mekong Regional Program Director;
  • Other tasks as assigned.

Required Skills

  • Demonstrated skills in office management, including oversight of cleaning crew, support staff and building maintenance;
  • Supervisory skills and delegation capacity;
  • Strong organizational and support staff skills/customer-focus;
  • Strong negotiations and diplomacy skills;
  • Excellent interpersonal skills and able to work effectively in a complex international environment;
  • Competence in Word, Excel, Outlook;
  • Fluency in Vietnamese and English.

Required Experience

  • Bachelor’s degree and at least seven years relevant work experience;
  • Experience managing a small team of administrative staff;
  • Experience managing administration function of the similar size office;
  • Experience making travel arrangements;
  • Experience working with International NGOs and Paccom a plus;
  • At least three (3) year in a supervisory role.

Job Location: Hanoi, Vietnam

Company Location: Vietnam, Hanoi

Position Type: Full-Time/Regular

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Job Details
Organisation Name: 
Application Deadline: 
Sun, 2016-07-10