Admin Officer

VACANCY

JOB TITLE: Admin Officer

POSITION SUMMARY:

Contract type:               Local, fulltime (100% FTE)

Contract duration:         1 year (extension to be based on performance and availability of funds)

Location:                      Ho Chi Minh

BACKGROUND:

Friends for International TB Relief (FIT) is a registered non-profit organization working in the field of TB prevention and care service delivery, research, technical assistance and advocacy. FIT is a young, dynamic and growing organization.  We work in close collaboration with Provincial and National TB Programmes and other in-country partners to implement projects funded by the Stop TB Partnership’s TB REACH initiative, USAID, US CDC, CDC Foundation and other donor agencies.  We also have multiple active research partnerships with academic institutions, including with the Liverpool School of Tropical Medicine in the UK and the Karolinska Institutet in Sweden.  FIT staff have supported the implementation of other TB programs in South and Southeast Asia, and represented Viet Nam at multiple regional and international forums on TB technical assistance.  Finally, FIT has represented civil society organizations from Viet Nam at regional events and at multiple events in the lead up to and during the United Nations High Level Meeting on TB in New York City. For more information, please visit www.tbhelp.org

We are searching for one highly personable and motivated Admin Officer in Ha Noi to assist the Head of Finance and Admin in providing the staff of FIT and its affiliate entities with high quality operation support.

JOB RESPONSIBILITIES:

• Maintain record confidentiality
• Schedule and coordinate program meetings
• Prepare meeting agendas and record meeting minutes
• Translate program documents and conversations for the Programme and M&E Directors from Vietnamese to English and/or English to Vietnamese;
• Maintain Human Resources documents for field workers in the program team;
• Assist directors in managing recruitment processes and ensure that proper protocol is followed for new hires;
• Assist in processing financial claims for approval by the Project Managers and Directors;
• Obtain quotations for program supplies;
• Manage the monthly purchase of airtime and data for the phones and tablets of field-based teams;
• Coordinate supply procurement & inventory management for program teams;
• Manage laptop and tablet inventory for field-based staff and community healthcare workers in HCMC;
• Coordinate printing of program documents either in-house or through third-party vendors;
• Maintain an online photo inventory for all project activities;
• Assemble draft quarterly reports of activities
• File Programme documents;
• Support the implementation of all grants awarded to the organization;
• Assist Programme Director and Project Managers with any additional administrative work;
• Other similar tasks as needed.

KNOWLEDGE AND SKILLS REQUIREMENT:

• Bachelor’s degree required
• At least 3 years of experience in office administration
• Fluent in Vietnamese and English
• Strong computer skills, including familiarity and comfort with using Microsoft Word, PowerPoint and Excel
• Flexibility across a range of field- and office-related tasks
• Good attitude, self-motivated, and ability to work well individually as well as in teams
• Highly motivated, willing to learn, service-oriented, attention to detail and able to work under high pressure and within a limited time frame
• Personal Qualities:

1. Highly proactive approach to work
2. Tactful and discreet
3. Friendly and adaptable when interacting with people
4. Confident
5. Professional approach to HR

APPLICATIONS SHOULD INCLUDE:

• A cover letter written in English
• A detailed Curriculum Vitae
• At least two employment references (Name, Phone Number, Email Address)

SUBMIT AN APPLICATION:

• By e-mail to [email protected]
• Subject ‘Application for Admin Officer in Hochiminh’
• No later than 30 November 2023
  

Compensation will be commensurate with experience. Full benefits will be included in the compensation package. All applications will be carefully considered, but only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this means your application was unsuccessful.

FIT is an equal opportunity employer.