Administration Assistant

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

Interested candidates are invited to apply ONLINE via WORLD VISION VIETNAM'S WEBSITE BY 9 MAY 2016 - https://careers.wvi.org/jobs/vietnam/administrationcorporate-services/wv...

INTRODUCTION

World Vision (WV) is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. WV serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WV Vietnam has a total income of more than $21M USD (FY15) with funding from 14 support countries in Europe, Asia, the Americas and Australia. WVV employs 500 staff, of which 99% are Vietnamese nationals.

WVV has 40 Area Development Programs (ADPs). Each ADP 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 is usually populated by ethnic minority people with very high rates of poverty. 

WVV has a representative office in Hanoi, which is the work-base of more than 50 staff. It also receives hundreds of guests and visitors who come for business or visiting every year. From Hanoi office, the Administration unit also provides support to WVV staff across the country as required.

PURPOSE OF THE POSITION

1. To support World Vision Vietnam in maintaining effective administration services and office management.
2. To provide assistance to the Administration Manager and Administration / Procurement Officer in strategic sourcing and procurement to the organization.

KEY RESPONSIBILITIES

1.    Administration

• All incoming telephone calls are answered in a courteous and professional manner, and directed to concerned staff and visitors. Cordial greetings are demonstrated to all visitors, the visitors’ logbook is filled-in.
• Vehicle arrangements for staff travelling are scheduled and coordinated pre-planning of trip.
• Office equipments such as telephone system; fax machine, photocopier, printer, air conditioners etc. are maintained in good condition; ensuring necessary maintenance and/or repair of these equipments.
• Fixed Asset registers are maintained and inventoried periodically, including physical verification of assets.
• Requests for purchasing IT equipments are collected accurately for ordering in Quarter 2 and Quarter 4 annually.
• All bills and invoices relating to taxi, office equipment maintenance are collated, reconciled and submitted for approval before the 25th date each month and payment to ensure proper charges to departments.
• The visitor information package is updated and well prepared before delivering to visitors in a timely manner.

2.    Strategic Sourcing

• Procurement requirements and specifications of IT equipment are accurate against need to ensure appropriate delivery of goods/service.
• Assistance is provided to the Administration Manager and Administration/ Procurement Officer in doing sourcing such as checking/verifying quotations, implementing quotation analysis, negotiation with suppliers, etc. based on National Office’s annual procurement plan.
• The vendor database is maintained to keep track of suppliers’ particulars, pricing and goods/services information, and their performances.
• Assistance is provided to the Administration Manager and Administration/ Procurement Officer in seeking potential new suppliers. Critical information from potential new suppliers such as company profile is obtained and recorded.
• The saving tracking statistical reports on supply expenditures (including taxi, IT equipment and other purchases) are generated on a monthly basis.
• Supplier performance is monitored and assessed against agreed service level agreements to ensure service and quality reviewed and improved in line with targets.
• Contracts / Framework agreements are followed and actioned effectively and correctly in purchase order.

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
• Good communication skills in spoken and written English and Vietnamese.
• Information gathering and analytical skills.
• Attention to details and high level of accuracy, work methodically and neatly.
• Good interpersonal skills.
• Be proactive to work effectively with others on a common task and team work skills.
• Knowledge of computer (Microsoft Word and Excel), and office machine such as Fax, Telephone system, photocopier, and others.
• Knowledge of basic accounting.

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.