Support Services Assistant

Save the Children’s vision is a world in which every child attains the right to survival, protection, development and participation. Our mission is to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Save the Children started our work in Vietnam in 1990, and implements programs in the key thematic areas: Education, Health and Nutrition, Child Protection, Child Rights and Governance, Child Poverty, Disaster Risk Reduction (DRR) and Emergency Response. At present, Vietnam Country Office has programs in 22 out of 63 provinces in Vietnam.

Save the Children in Vietnam continues to develop innovative programming that reflects the overall strategic goal of measurably improving the survival, health, protection and development of Vietnam’s poorest children by strengthening the capacity of women and children, caring adults, communities and partner organizations.

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children.

Child Safeguarding positioning statement:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

We are looking for a Vietnamese national for:

• Position: Support Services Assistant
• Location: Ho Chi Minh City

Main Responsibilities

This position will Assist in regular administration activities; responsible for reception of the representative office. Support Service Assistant will work closely with other support service team members to make sure operation functions of Ho Chi Minh Office are implemented smoothly and efficiently. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Receptionist Role

• Create a representative and welcoming environment for staff, colleagues and visitors to SC office. Ensure the office is opened at 8 am and keep the reception area tidy
• Answering all incoming phone calls and directing all outgoing calls and take messages as needed
• Process all outgoing mails, faxes, pouch materials and make phone calls as requested; Process and distribute incoming mails/e-mails and internal communications
• Ensure that mail and pouches are shipped as quick as needed and those that are received are recorded and directed properly
• Organize reference materials on displace shelf in the reception room
• Maintain, assist, and implement instruction as a resource person to staff and visitors
• Coordinate and make sure that office’s Cleaner is back up during their absence and office is always opened from 8 am to 7 pm, Monday to Friday.

Administration Role

• Prepare expense claims and payment voucher for office expenses, i.e phone/internet/courier/accommodation/ car rental/ air fares, office supplies, photocopies, leasing, utilities bills, ect.
• Provide assistance to project support team in arrangement for external meetings/workshop and office events as required.
• Manage and monitor all internal and external correspondence as assigned
• Provide general administration support, when required, including: word processing, data entry and internet research tasks
• Carry out other duties such as translation works, typing minutes of admin team meetings as required and requested by the supervisor.
• Responsible for office daily car use coordination
• Monitor and manage office’s first aid kit to make sure all items are available and in good quality for use at any time
• Provide support to Admin and Logistics Officer in arranging admin jobs.
• Provide support to Emergency responding activities when required by line manager
• Disburse cash for all cash-related transactions, including travel advances and any payments not made by bank transfer;
• Manage the petty cash fund of Ho Chi Minh Office;
• Perform cash counts on a monthly basis, to be verified by the CD/DPI/DPDQA/DFSS/ SAM
• Work closely with Finance Section to ensure sufficient cash is on hand in the office safe to ensure smooth operations of the Ho Chi Minh Office;
• Ensure security of cash in the office safe, ensuring strict control of access;
• Maintain all relevant documentation for cash transactions and petty cash disbursements as well as other related working documentation.
• Provide support to updating book of asset management

Logistics Support Role

• Provide support to updating total inventory management (TIM) system
• Provide support to development of supplier ID and supplier management system
• Provide support to physical stocks management
• Provide support to updating procurement tracker weekly
• Provide back up support to procurement activities and other team members in their absence when required by Southern Area Manager

Working Contacts

• Internal: Admin and Logistics Officer, Administration and Supply Chain Manager, Southern Area Manager, Finance and Support Services Director, all staff
• External: visitors, suppliers of goods and services

Qualifications & Skills

Qualifications

• Bachelor’s degree in related field

Essential

• 1 year in work experience in administration field, working with NGO is preferable
• Fluency in English and Vietnamese essential
• Good skills in translating and interpreting
• Strong organization skill
• Experienced as a secretary or junior administrative assistant be preferred
• Computer literate
• Ability to manage cash and keep proper records of cash disbursements and petty cash documentation

All application packages must be submitted via
https://stcuk.taleo.net/careersection/ex/jobdetail.ftl?job=1900029P&tz=G...

In case you cannot access to the above link, please send your updated CV (in English), your Cover Letter and your SC’s Application Form to email: [email protected]

The SC application form and the full Job Description are attached.

The closing date for application is 11:59 pm on 04 August 2019.

Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned.

Save the Children is an equal opportunities employer. Our selection processes reflect our commitment to the protection of children from abuse, and our people are as diverse as the challenge we face. We welcome applications from all qualified candidates, regardless of age, disability, HIV/AIDS status, race, national origin, religion, or sexual orientation.