Administration and Logistic Officer (Service Contract)

Place: Hanoi, Vietnam
Type of contract: Fixed Term Service contract
Starting date: 15/10/2021
Closing date for applications: 15/09/2021

Humanity & Inclusion (HI) is seeking 

ADMINISTRATION AND LOGISTIC OFFICER (SERVICE CONTRACT)

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

CONTEXT:

Since October 2015, HI is implementing a nation-wide rehabilitation project aiming at strengthening the quality and access of rehabilitation services for persons with brain lesions (stroke, traumatic brain injury, cerebral palsy and spina bifida). The project will run until 2023 and is mostly funded by the USAID.

Job Summary:

MAIN INTERFACE: The Administration and Logistic Officer reports to and is supervised by the Support Service Coordinator (SSC).

MAIN TASKS & RESPONSIBILITIES:

1. In charge of all administration tasks at the Support Office

Communication

• Receive phone calls and intervene as appropriate
• Transmit all messages received
  
• Supervising a correspondence system with reference structure
  
• Manage office correspondence and communication (post mail, email, internet) and prepare / type documents, letters
  
• Update the list of contacts regularly.
  
• Classify documents according to the filing system and upkeep office library / reference materials

Travel arrangement

• Appointments and meetings arrangement for SO team.
• Identification and information about the SO travel plan
• Arrange the transportation means of travel and accommodation of SO staff
• Support visitors in arrangement transportations, ticket, accommodation and introduce letters to Vietnam authorities if required
• Supervising optimal maintenance of the vehicles.

House management

• Supervision of seeking and identifying potential premises for rent, Supervision of the management of the fitting out, servicing and maintenance of the premises.
• Supervision of the necessary security systems are in place for the premises (locks, guards, etc.)
• Supervising the maintenance of working stations and office space (library, public area, store room…)
• Managing contracts: office and house insurance, office and house lease contracts, internet and phone contracts        

Security

• Being a focal point for any safety issues
  
• Report any safety issues directly to Program Director or Support Services Coordinator
  
• Provide and update when needed the constant companion (security card) for each staff

Managing the admin team at Hanoi Support Office

• Supervising house keeper at expatriate house and support office
• Managing direct requests from it team (working time...)
• Co-validating disciplinary procedures with the support services coordinator

Other admin tasks

• Use administrative forms properly (leave, insurance claim, etc…)
  
• Arrange for translating all documents when necessary.
  
• Prepare documents for changing/revising organization' licenses

2. Carrying out efficient management of the supply chain

• Implementation of procurement procedures on the SO in line with internal and donor regulations;
• Organisation of the different stages in the local purchases of goods and services (market surveys, ordering, monitoring, receipt, conformity checks);

3. Support project sites in the organization and coordination of logistic for meetings, conferences and trainings.

• Supervision of the organisation of seminars, conferences and trainings if required (Inform letters, Visa, Ticket, venue etc..for participants)

4. Administration tasks relate Human Resources Management

• Assist staff for unemployment insurance, maternity leave & sick leave claim from insurance department
• Assist new staff to register with Hanoi Insurance department
• Maintenance of a copy of staffs register or any other legally required records
• Monitoring of deductions of annual leaves and other absences and clearance of salary payment
• Monitoring leaves of expatriates and informed heads offices;
• Managing the preparation and follow up of expatriate work permit and visa applications
• Inform the personnel administration department at head office of expatriate rental sums and salary advances
  Prepare a timesheet for SO office staff.

5. General term

• In addition, the Administration and Logistics Officer can be asked to undertake any other duty requested by the Support Services Coordinator
• Apart from the specific terms stipulated above, with his/her common sense the employee will be willing to take on other tasks within his/her capacities in the event of emergency.
• Advocate to public and private, national and international organizations and agencies to promote inclusion of disability issues

Selection Criteria and Qualifications:

CONDITIONS OF THE POSITION:

• Type of contract: Service contract of 5 months/ starting from October 15, 2021 (may be 02 months extension)
• Service package: According to profile and experience

TO APPLY: Only online by joining a CV and cover letter via the following email: [email protected]. Only short-listed candidates will be notified.

Please indicate your expectation for remuneration/salary in your application

For further information about the association: http://www.handicap-international.fr/ [1]