Administration Officer

World Vision International – Vietnam (WVV) invites Vietnamese competent candidates for the position Administration Officer; Regular work base: Hanoi office.

Interested candidates are invited to apply ONLINE via WORLD VISION VIETNAM'S WEBSITE BY 18 DECEMBER 2015 - https://careers.wvi.org/jobs/vietnam/administrationcorporate-services/wv...

INTRODUCTION

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organisation, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of more than USD 20,000,000 (FY14) with funding from 16 support countries in Europe, Asia, the Americas and Australia. WVV employs about 500 staff, of which 99% are Vietnamese nationals.

Area Development Program is a 10-15 year community development program that is an integrated approach to community development, emphasizing the process of community participation, ownership and sustainability, while addressing the macro and micro causes of poverty. WVV’s ADPs focus within one administrative district of a province which usually populated by ethnic minority people with very high rates of poverty. 

WV Vietnam has undergone continuous growth in recent years and along with it more and more funding has been spent in the procurement of ministry materials. Percentage wise, more than 55% of WV Vietnam’s total program expenditure is spent on procurement and a further 30% spent in construction activities annually. Starting from FY14 WV Vietnam is mandated to implement the Strategic Sourcing Project, which necessitates a dedicated procurement position for the organisation.

PURPOSE OF THE POSITION

• To coordinate and monitor implementation of Administration and Supply Chain Management (SCM) key focus areas and Regional/Global initiatives in Strategic Sourcing and Supplier Management; analysing and interpreting trends and observations for management action; and engagement with relevant National Office staff and other stakeholders.
• To manage the procurement process: developing and executing contractual agreements with suppliers through positive relations with supplier network, effective negotiations and management of contracts.

KEY RESPONSIBILITIES

1. Administration

a. Office management

• Execute the day-to-day activities of the office such as facilitating meetings, conferences, reception logistics in accommodation/ air ticket booking/ travel arrangements for visitors/ staff, payments, office equipment maintenance.
• Administer resources and administration procedures and documentation.
• Provide assistance and support to the office, departments in day-to-day situation handing.
• Perform other tasks when required.

b. Contract management and vendor relations

• Review, update and build up standardised contract terms for the procurement of various goods / services.
• Develop and refine WV Vietnam’s procurement policies and procedures. 
• Maintain the vendor database to keep track of suppliers’ particulars, pricing and goods / services information, and their performances. Identify potential suppliers and build up approved suppliers list.
• Establish relationship with suppliers; keep abreast of what are available from the market and the needs at the offices in the field.
• Resolve disputes with suppliers.

Strategic Sourcing; Procurement - advisory support and services

• Facilitate formulation of the annual procurement plan; provide guidance on the SCM issues and enhance planning for the procurement of goods and services.
• Establish and maintain strategic and successful relationships with internal customers, outside suppliers and other business partners.
• Analyze spend across the enterprise, work with customers to identify and understand needs, lead strategy procurement development efforts, qualify and select strategic sourcing partners from outside industry.
• Develop and complete strategic sourcing initiatives. Identify leveraged spend opportunities that will benefit the organization.
• For procurement of significant value: provide  vendors sourcing list, mandatory technical review and negotiate terms with supplier.
• Ensure all supporting documents in compliance of policy and procedures.

JOB REQUIREMENT

The following knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on the job training:

• A Bachelor degree
• 2 years’ experience in procurement, including sourcing and purchasing in a similarly large agency in Vietnam context
• Good communication skills in spoken and written English and Vietnamese.
• Very good computer skills for analyse data, information consolidation and track measures (excel)
• Organizing,  planning, analyzing and problem solving skills
• Attention to detail and high level of accuracy, work methodically and neatly.
• Good interpersonal skills.
• Understanding of the market trends and supplier network
• Time management skills and ability to multi-task and prioritise work
• Knowledge of basic accounting is preferable.

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are:

People and Culture Department
World Vision International - Vietnam
Address: 4th floor, the HEAC building, 14-16 Ham Long street, Hanoi
Tel: 04. 39439920 (ext.121)

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

World Vision is a Christian humanitarian organization which works to improve the quality of life of people, especially children, who are marginalized and living in poverty regardless of religion, race and gender.