Administrative and Logistic Assistant

CAREER OPPORTUNITY:

Oxfam is an international confederation of 17 organizations working together in 94 countries and with partners and allies around the world to find lasting solutions to poverty and injustice. In Vietnam, Oxfam is recognized as one of the leading international NGOs, especially in rural development, disaster risk reduction and humanitarian response, civil society development, ethnic minorities, and women’s empowerment.

We are looking for an experienced and dynamic Vietnamese citizen to fill the following position: ADMINISTRATIVE AND LOGISTIC ASSISTANT, PRC PROJECT (Oxfam - Level E2)
Reference number: INT5940
The post is offered two-year-contract, up to December 2014 (possibility of extension), based in Ben Tre
The Role: To perform administrative and logistics tasks for Oxfam GB Ben Tre office. To undertake specific tasks in support to the office finance function.

KEY RESPONSIBILITIES:

- Administration and communication
- Responsible for daily operations of administration issues. 
- Responsible management of monthly utility usages such as telephones, fax, stationery, etc., ensuring timely payment is made. Maintain records of electricity, telephone (office and personal) and fax usage
- Contracts with external suppliers such as newspapers, tickets, stationery, hotels, etc.
- Ensure that contact list is updated, manage incoming/outgoing mails/faxes and OGB common emails and circulate/distribute them accordingly. 
- Answer incoming telephone calls and arrange outgoing calls when requested.
- Translation report, typing, photocopying as requested.
- Contact interpreters/translators/consultants/partners as requested.
- Supervise the work of cleaners
- Conduct inventory of Oxfam’s equipment and assets. Arrange necessary repairs as needed.
- Manage cash for administration expenses,
- Maintain filing system, ensuring easy access to all staff.
- Responsible for preparing monthly payments for house rent, office usage (i.e.: air ticket,  stationary, telephone)
- Assist the Project Co-ordinator in HR issues (e.g. support in recruitment etc)
- To act as interpreter, whenever required, from Vietnamese into English and vice-versa, PC, Pos, other Oxfam staff, consultants and visitors.
- Contact interpreters/translators/consultants/partners when necessary.
- Assist the Program Officers in data collection, data entry and report consolidation

Logistics

- Responsible for procurement in Ben Tre project office. Ensure supplies of stationary are always available and replenish as necessary.
- Responsible for the purchase of office assets including IT equipments
- Maintain record of use of Oxfam’s assets
- Arrange meeting/workshops in terms of logistics and administrative arrangement.
- Responsible for performing monthly logistic reports and requirements
- Contact with partners and service providers, procurement of assets and equipments for the Oxfam office and projects
- Responsible for handling minor repairs in the office
- Be responsible for field visit processing for expatriate staff and visitors.
- Arrange air tickets and booking for accommodation for Oxfam staff/visitors.
- Responsible for car rental and car arrangement for Oxfam staff as requested.
- Keep records of use of Oxfam vehicles (both official and private use),
- Be responsible for all the appointments, travel arrangements of the Project Co-ordinator, Program Officers and sometimes for other Oxfam staff.
- Responsible for the daily use and operation of the office library, meeting room, and Oxfam’s common equipment and facilities.
- Receive and guide visitors to the office. 
- Any other responsibility provided by the Project Coordinator.

SKILLS AND COMPETENCE:

Job Specific Competencies
- University degree, graduates from English departments are preferred.
- At least 2-year work experience in office assistance or secretarial work. Work experience with NGOs or international organisations is preferable.
- Good spoken and written English-language skills.
- Commitment to the administrative work.
- Knowledge and experience of efficient internal office communications, including an efficient filing system.
- Good computer skills (Windows, WinWord, Excel); preparedness to learn and manage computer software packages necessary for office work, especially on communication and information management.
- Ability to work under pressure within the office, and prioritise routine and ad hoc tasks
- Ability to work independently as well in a team.
- Being accustomed to a multi-cultural working environment.
- Ability to ride a motorbike.
- Good understanding and practical experience in application of equity issues (Gender and diversity)

Behavioural Competencies
Job Specific

- Thinking and understanding
- Working effectively with other.

Gross Annual Salary Range: US $7,230 - $ 9,846 plus medical coverage of US $ 3,200 per annum for staff and family members, 23 leave days and social insurance.   
The closing date for application: 5.00 PM, 23 January 2013

How to Apply

Interested candidates can apply online, please visit: http://www.oxfam.org.uk/jobs (page Working at Oxfam - Current Vacancies, quote reference: INT5940  Oxfam’s CV template is under article “MORE INFO”) or send a cover letter, CV, and copies of relevant degrees to:
Oxfam Great Britain, Floor 5, 22 Le Dai Hanh, Hanoi
Email: [email protected]

Oxfam offers an attractive benefit package. We regret that only short-listed applicants will be contacted.
Oxfam is an equal opportunity employer