Administration Officer (AO)

TITLE:     Administration Officer (AO)
DURATION:    1 year with possibility of continuation
REPORTING TO:    Administration Coordinator

OVERALL RESPONSIBILITY:

The Administration officer’s overall responsibility is to support the appropriate and professional implementation of APHEDA office. In particular the admin officer will be responsible for specific aspects of administration, office filing, internet networking and assisting the Administration Coordinator , PO’s and Country Manager as per the duties outlined below.

AREAS OF RESPONSIBILITY:

The Administration officer in liaison with Administration Coordinator, Country Manager and in their absence the Regional Coordinator, is responsible for the following areas:

Office administration and logistic
- Answer incoming telephone calls and arrange outgoing calls when requested.
- Responsible for daily office administration issues, photocopy of materials, visa arrangement, work permit for expatriates, office supplies and their timely payment
- Assist PO’s as time permits, including data entry for project surveys and monitoring
- Ensure that contact list is updated, manage incoming/outgoing mails/faxes and APHEDA common emails and circulate/distribute them accordingly.
- Conduct administrative duties related to income tax, social and health insurance
- Supervise and maintain record of working day of cleaner, IT person and other service provider(s).
- Responsible to coordinate PC/Server/laptop data back-up files for APHEDA staff
- Responsible for car rental and car arrangement (including airport taxi) for APHEDA staff/visitors as requested
- Responsible for sending/post mail/documents to project partners as requested
- Assist with up keep of office admin and project files

Interpreting and Translation

Assist with interpretation and written translation of project and office documents as possible

Asset Management

- Responsible for coordinating minor repairs in the office (computer, laptop, photocopy, camera etc)
- Responsible for the purchase of office assets including IT equipments and updating asset register in collaboration with Administration Coordinator
- Maintain record of use of APHEDA’s assets, IEC materials and other office properties

Government Liaison/External Relations

Assist in the development, maintenance and strengthening of relations with suppliers, partners and other external collaborators

Office Management

- Responsible for library arrangement and APHEDA’s common equipment and facilities
- Responsible for regularly updating news collected Mass Media and from other information sources related to APHEDA projects and office and file in the relevant folder
- Assist the Country Manager and Regional Coordinator to organize meetings and workshops
- Advise Regional Coordinator on cultural matters as needed
- Any other duties as reasonable requested by country manager, Regional Manager and in line with organizational priorities

CONTRACT DURATION: APHEDA Vietnam offers a one-year contract

DESIRED START DATE: September 2013

CANDIDATE PROFILE

Required

- Vietnamese citizen
- Good organizing skills and communication skills (English and Vietnamese)
- Good team spirit and enthusiasm
- Good computer skills in MS-applications (Word, Excel, Internet, Email),
- University degree or relevent certificate
- Initiative and creativity in solving problems;
- Ability to work well under pressure 

Desirable

- Knowledge and experience in office administration and logistics
- Being accustomed to a multi-cultural working environment.
- Working effectively with others

Gross Annual Salary Range: US$5,800 – US$6,300 plus 20 leave days.

Please send detailed curriculum vitae (CV) and copies of relevant qualifications together with an application letter in English and other supporting documents to:
APHEDA Vietnam Office, address: room 311-312, Block A2, Van Phuc Diplomatic Compound, 298 Kim Ma street, Hanoi or email: [email protected] . Only short-listed candidates will be contacted for an interview.  

The closing date for application: 5.00 PM, 28th July 2013