Office Manager

Office Manager, Vietnam Country Program
Tracking Code: 6017

Job Description
Please note: Vietnamese nationals are encouraged to apply. This position is contingent upon donor funding.

Please submit a cover letter with your resume 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.

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.

The Vietnam country office is committed to respond to community health needs in Vietnam and works in such areas as reproductive, maternal, and child health, TB, HIV, vaccines and immunization, emerging and epidemic diseases, and health technologies. To achieve impact, PATH works across the public and private sectors and focuses on sustainable, system-level changes.

PATH is seeking an Office Manager to oversee the administrative functions of the office, comprised of over 40 staff. The Office Manager will be responsible for the efficient working of the office and serve as executive assistant to the Country Representative/Mekong Regional Director, based in Hanoi. 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. The Office Manager will be responsible for the following key activities:

• Support the Country Representative/Mekong Regional Director who leads operations and programs in the Mekong region, including making appointments and organizing meetings, arranging travel, supporting visa and other required documents, taking notes, filing necessary documents and generally being a resource for program leadership.
• Manage a team of administrative staff including reception, travel officer, 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, office working hours and track timecards.
• Facilitate relationships with PACCOM and other governmental bodies for proper registration of office and reporting to authorities on PATH activities.
• Arrange for visas for foreigners coming to Vietnam for PATH business; arrange for visas and work permits for expatriate staff and family members.
• Oversee office libraries and document storage, including hard copies of materials and reports, and electronic files.
• Responsible for organizing office events.
• Liaise with Regional [Information] Systems Administrator and IS in headquarters to ensure smooth operations of computers, network and supporting systems.
• Ensure all conference rooms and workstations have fully functioning telecommunications.
• Oversee selection of local vendors, develop and maintain contracts with the vendors.
• Oversee procurement of office supplies and equipment in compliance with PATH policy and procedure.
• Orient new staff on PATH administrative policies, procedures and practice.
• Oversee office safety, security and emergency, serve as primary administrative liaison with PATH headquarters on Office Emergency Management Plan.

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.
• Impeccable attention to detail.
• Excellent interpersonal skills and able to work effectively in a complex international environment.
• Well-organized and able to handle multiple tasks and changing priorities.
• Competence in Word, Excel, Outlook, Skype.
• Fluency in Vietnamese and English to include reading, speaking and writing.

Required Experience

• Bachelor’s degree and at least seven years relevant work experience.
• Experience managing a small team of professionals.
• Experience keeping schedules, booking appointments, making travel arrangements, and record keeping/minute taking.
• Experience supporting a senior manager and interacting with donors and partners, and reporting to external audiences.
• At least one (1) year in a supervisory role.

You must currently have legal authorization to work in Vietnam.

PATH is dedicated to diversity and is an equal opportunity employer.

Job Location: Hanoi, Vietnam

Company Location: Vietnam, Hanoi

Position Type: Full-Time/Regular

Apply: www.path.org