Administrative Associate

Administrative Associate, Vietnam Country Program
Tracking Code: 6285

Job Description

Please submit a cover letter with your resume in one document 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.

NOTE: You are required to be a citizen of Vietnam to apply for this position. We WILL NOT respond to your application if you do not meet this requirement.

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. Working in Vietnam since the early 1980s, PATH established a permanent office in Hanoi in 1997.

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 seeks an Administrative Associate to undertake and complete all administration tasks and requirements, provide support services to staff and to projects. Under the guidance, supervision and direction of the Administrative Manager, the Administrative Associate’s specific responsibilities include:

HR Support

• Provide support in preparation and posting job advertisement;
• Support in arranging interviews including: schedule and contact candidates and interview arrangements;
• Support HR regional in Insurance review process when required;
• Support staff with insurance claim, health insurance cards, Social insurance book withdraw;
• Track staff leave records, timecards, and update staff and visitor schedule;
• Prepare letter to inform staff changes (new staff, terminate staff, salary changes, maternity leaves and leave without pay) to Government agencies: DIPSERCO, State Insurance organization and provide guidance to staff to fulfill their personal profiles for registration;
• Act as focal point person to liaise with Government Social insurance organization. Prepare necessary paperwork required;
• Assist with drafting Employment contract, update Insurance Company for staff non-statutory insurance coverage.

Administration Support

• Process Request Authority to Travel (RAT) and Travel Expense Report (TER) for staff and ensure that all underlying supporting documents are in accordance with PATH travel policies and procedures;
• Assist with travel arrangements including hotel, flight reservation, and car arrangement. Keep track of vendors’ bills and coordinate payments to vendors;
• Prepare quarterly travel summaries of staff international travel for coverage under PATH headquarters business travel insurance;
• Assist with arrangements for workshops, meetings, trainings;
• Other tasks as assigned.

Required Skills

• Strong administration and computer skills;
• Good attention to detail, be well organized, self-motivated and flexible;
• Strong support staff skills/customer-focus;
• Good interpersonal skills and ability to work effectively in a team;
• Good negotiating skills and communication skills;
• Excellent Vietnamese and good English skills.

Required Experience

• BA degree with minimum of 3 years working experience in a similar area in an international organization;
• Familiar with Government of Vietnam procedures and protocols in relates to Human Resources and Insurance;
• Experience providing travel support to staff of middle-range office.

Job Location: Hanoi, Vietnam
Company Location: Vietnam, Hanoi
Position Type: Full-Time/Regular
Apply: www.path.org