Project and Administration Assistant

Project and Administration Assistant
Recruitment Notice

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 Project and Administration Assistant is responsible for the general office reception responsibilities and administrative support to both the Office and Finance Administrator and the Project Manager.

3. Major Responsibilities

Administration responsibilities:

• Being initial contact point for the office inquiries and communication.
• Providing translation and interpreting as required.
• Being responsible for office related procurement and services.
• Coordinating and organizing project/ field visits (transport, accommodation).Managing the office petty cash and preparing small cash payments.
• Checking the detailed breakdown of payment request items from partners and agencies, and following-up as required.
• Maintaining office filing of documentation and record updates.
• Providing administrative support to the running of the office, including service related issues, printing, maintenance, and other ad-hoc tasks as required.
• Reporting to the Office and Finance Administrator regarding work plans and completed of project tasks.

Project responsibilities:

• Assisting in the monitoring of projects to ensure appropriate progress on implementation of project plans: issues, risks, impacts and assessments.
• Assisting in organizing and taking part in project/ field visits to monitor project progress.
• Implementing purchasing process related to project activities
• Drafting and/or translating project related documents, where required
• Assisting in the coordination and implementation of short term projects including bicycle and school pack distributions, excursions, exchanges, fairs, exhibitions.
• Providing support to the Project Manager and team regarding longer term project implementation.
• Assisting with project related filing and data input.
• Coordinating gifts in kind received and donation boxes.
• Reporting to the Project Manager regarding work plans and completed of project tasks.
• Supporting with volunteers as required.
• Undertaking other tasks to support team members as and when required.

4. Requirements and qualifications

4.1 Essential

• A University degree
• Excellent written and spoken English and Vietnamese language skills.
• A minimum of 2 years practical administrative experience, and project support .
• Ability to analyse information, evaluate options and to work strategically
• Excellent interpersonal, communication and presentation skills and ability to work effectively in a team.
• Demonstrated IT skills
• Demonstrated writing and presentation skills (official letters, minutes, reports)
• Ability to be flexible and respond professionally within different contexts.
• Demonstrated organizational skills and ability to respond to tight timeframes or deadlines.

4.2 Desirable

• Experience within the INGO context and in working with provincial, district partners, and/or local communities
• Experience with the production of printed and online communication.
• Experience in financial management and reporting.
• 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

Further details regarding Loreto Kids Charity can be found at www.loretovietnam.org.

Contact Loreto [email protected] for a detailed Job description, and  submit applications with cover letters and referee contacts to Executive Director, Ms Jaom Fisher: [email protected] and copying in Ms Nguyen Thi Hoang Lan [email protected].

The deadline for submissions is: 15 September 2017.