Administrative Officer

WWO is a US-based not-for-profit organization working in Vietnam since 2005. The global mission of WWO is to transform the lives of orphaned children and help them to become healthy, independent, productive members of their communities and the world. They are currently seeking a qualified and motivated person, Vietnamese nationality, to work in their office Ho Chi Minh City in the position of
ADMINISTRATIVE OFFICER
Position type: Full time, starting from Mar 15th, 2012

Location: Ho Chi Minh City.
Interfacing: The Administrative Officer reports to the Operations Manager, and interacts with all staff members in the country program as described in the Job description.
Job Summary:
The Administrative Officer is responsible for the WWO Office administrative support tasks. The Administrative Officer assists the Operations Manager (OM) to ensure that the office is managed effectively and according to WWO procedures and regulations. 
Main tasks & responsibilities:
Coordination
- Coordinate with all WWO staff, including office staff and program staff, in administrative and logistic support tasks.
- Support national and international staff members and visitors.

Administration
- Welcome guests and answer the phone and provide guidance for external and internal communication.
- Assist the OM in filing and archiving system of hard copies and electronic copies;
- Develop and monitor a correspondence system with reference structure;
- Monitor a backup system with support from the part-time/external IT technician;
- Prepare documents to be sent from the HCMC office;
- Translate documents (English-Vietnamese and vice versa) when needs arise;
- Interpret (English-Vietnamese and vice versa) in internal and external meetings when needs arise;
- Supervise the IT management in HCMC office (internet, back up, anti-virus, equipment maintenance…); 
- Assist the OM in follow-up checklists of office license, visa, passports, work permit;
- Support the OM in organization of special events e.g. seminars, workshops, retreat... 
- Organize and supervise the maintenance of working stations and office space (library, meeting hall, public area, storeroom…).
- Take meeting minutes

Logistics
- Assist in procurement process in HCMC office and project sites; e.g booking tickets, hotels, purchasing, office monthly bills  collecting lab test results when needs arise
- Supervise and monitor inventory of office and project equipment;
- Supervise and monitor all contracts (travel insurances, office and house insurance, office and house lease contracts);
- Supervise the maintenance of furniture, equipment, vehicles;
- Organize and supervise customs clearance and shipments when needs arise.

Selection Criteria and Qualifications
- University graduate in Administration or relevant background;
- Formally trained as Administrator or Administrative Coordinator;
- A minimum of two years’ experience in office management, preferably in the NGO sector.
- Fluency in English (IELTS 6 or equivalent) and Vietnamese;
- Computer literacy and effective abilities in Word, Excel, PowerPoint;
- Ability to work with a minimum of supervision, exercise judgment, meet deadlines and work under pressure;
- Ability to translate and interpret from English into Vietnamese and vice versa;
- Honest, meticulous, transparent, responsible;
- Well organized;
- Having an ethical and critical way of thinking;
- Good inter-personal skills.

Applications should include:
A resume (not longer than 2 pages) summarizing qualifications and experience;
An application letter;
2 work referees with contact details.

Please indicate your expectation for remuneration/salary in your application

Interested candidates please submit your applications by February 20th 2012 by email to: [email protected]  with cc to: [email protected]. They are sorry that due to time constraint, only shortlisted candidates will be contacted.
Worldwide Orphans Foundation (WWO) is an equal opportunity employer. For detailed information on WWO, visit their website: www.wwo.org