AFAP Vietnam

Operations Officer

Established in 1968 as The Australian Foundation for the Peoples of Asia and the Pacific Limited (AFAP), our organisation has recently adopted a new name – Action on Poverty (AOP). AOP is a fully-accredited, secular Australian organisation that empowers local changemakers to break the cycle of entrenched poverty in their communities. For nearly 50 years, AOP has successfully worked with local partners to implement cost-effective development programs in 20 countries across Africa, Asia and the Pacific.

AFAP Vietnam is the representative office of AOP. AFAP Vietnam has been working with poor communities in 9 provinces across the country since 1989 and became registered in Vietnam in 1996. Our program focuses on improving health, income generation, good governance, social monitoring, food security and resilience to the effects of climate change. AFAP has developed a solid reputation as a principled, innovative, and pioneering NGO working with a wide spectrum of stakeholders ranging from policy makers and local authorities to civil society organisations (CSOs) and vulnerable communities.

We are seeking a well-qualified and experienced Vietnamese citizen for a vacant position of Operations Officer, based in Ho Chi Minh City (HCMC).The purpose of this role is to ensure effectiveness and compliance of AFAP Vietnam policies and procedures at HCMC office. The incumbent will be the administrative representative and contact point of AFAP Vietnam’s Hanoi office with HCMC office, works closely with the Hanoi-based Operations team of AFAP Vietnam and provide multi-faceted administrative support to HCMC office and its staff.

Position:     Operations Officer

Type of contract:    Full-time fixed-term contract

Work location:     Ho Chi Minh City office with possible travels to the fields

Reports to:    Hanoi-based Operations and Finance Manager

Salary:     Negotiable based on qualifications and experience

KEY RESPONSIBILITIES

1. Office administration

• Handle communication between AFAP Vietnam, WMP regional office and local partners;

• Liaise with Hanoi office for office management;

• Maintain office assets and filing system;

• Oversee the provision of administration services;

• Liaise with local partners/service providers.

2. Logistical and clerical support to programs and projects

• Undertake logistical arrangements for field trips and events;

• Maintain filing system of program/project documents;

• Provide other support to project work.

3. Procurement and contracts management

• Prepare and coordinate procurement activities with Hanoi office;

• Monitor list of required procurements and acquire quotations;

• Ensure contracts are valid and payments are made on time;

• Ensure compliance with AFAP Vietnam’s policies and financial procedures.

4. Providing support to Hanoi office in HCMC-based human resources (HR) management

• Facilitate staff and consultant recruitment and HR data management;

• Coordinate contract signings with Hanoi office;

• Support visa and work permit application;

• Support Hanoi office to carry out HR-related processes;

• Provide other support to expatriate staff.

5. Providing support in office financial management

• Manage administration plan and budget;

• Monitor regular expenditure and manage petty cash;

• Carry out payment procedures.

6. Liaison with relevant Governmental offices

• Maintain contact with local governmental offices, local partners and key governmental departments.

7. Others

• Participate in meetings;

• Provide translation and interpretation service;

• Other tasks as deemed necessary and appropriate.

REQUIRED QUALIFICATIONS

Education

• Relevant University Degree and/or equivalent professional qualification, preferably in business administration or English.

Work experience

• At least 03 years of experience in relevant positions;

• Practical work experience with INGOs is preferable.

Technical knowledge/skills

• Office administration and secretarial support;

• Correspondence writing skills;

• Time and workload management skills;

• Budget management skills;

• Experience in procurement activities, liaising with suppliers and contractors, facilitating and managing contracts;

• Excellent relationship skills; excellent communicator both orally and written; ability to manage and nurture relationships both internally and externally;

• Proficiency in Microsoft Suite (Word, Excel, Power Point) and other operational software.

Language

• Advanced business English and Vietnamese, both spoken and written.

For more information, please see the attached job description.

How to apply:

Please email your CV and cover letter in English with the subject line of:

“OO Application – Your name” by 15th November 2017 to [email protected]

Candidate reviews will commence immediately upon publication of this announcement and will continue until suitable candidate has

been identified. While we appreciate all responses, only shortlisted candidates will be contacted.

AFAP Vietnam is an equal opportunity employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation. All employees, volunteers and interns are required to comply with AOP/AFAP Vietnam Policies.