Administrative cum Financial Assistant

Job description – Administrative cum Financial Assistant

Organisation: Woolcock Institute of Medical Research in Vietnam

The Woolcock Institute is leading international lung health research organisation, affiliated with the University of Sydney in Australia (https://sydney.edu.au/). The Woolcock Institute has operated in Vietnam since 2009, we undertake large and important operational and epidemiological and clinical research projects in collaboration with the National Tuberculosis Program in 11 Provinces, including Ha Noi and Ho Chi Minh City. The Woolcock also runs training in epidemiological and operational research methods for Vietnamese doctors and public health workers.

Currently the Woolcock directly employs 50 full-time staff in Hanoi, Ho Chi Minh City, Ca Mau and other provinces.

Location: based in Hanoi

Duration: 12 months appointment, with consideration for subsequent extension

Roles:

To provide administrative and financial assistance to the Woolcock office and contribute to the smooth and efficient running of Hanoi office.

Reports to:

• Financial Manager
• HR and General Affairs Officer

Key staff working with the project:

• Admin team
• Study teams

Main duties and Responsibilities:

Administrative support:

• Assist to procure equipment and monitor the flow of equipment for Hanoi office;
• Ensure that all office equipment e.g. telephones, air conditioners, photocopier, fax, printer, etc. are maintained in good condition regularly;
• Ensure general office supplies (stationery, reception) are attained;
• Assist to send and collect the letters and documents from/to the Hanoi office;
• Assist to maintain the filing systems of administrative documents;
• Assist to organize meetings, workshops, seminars and general office events;
• Assist to do interpretation and translation work to serve the project activities;
• Assist to provide logistics support (visa application, accommodation, air tickets, transportation, etc.) and maintain good communication with visitors, guests, counterparts, project staff, and consultants;
• Carry out other tasks assigned by the management team.

Financial support:

• Enter data of cash payments of Hanoi office into XERO;
• Assist to scan and maintain the filing systems of financial documents;
• Prepare electronic bank transfers under the instruction and control of the FM;
• Assist to carry out other financial activities as assigned.

Required education, skills and qualities

Education:

• University degree in administration or finance or other relevant areas is preferred

Professional Experience:

• Preferably at least 1 year of experience in administrative/secretarial work.

Skills:

• Highly motivated, willing to learn, good team work, service-oriented and able to work under high pressure and within a limited time frame;
• Professional use of personal computer utilizing word processing, spreadsheet software programs (e.g. MS Office, MS Word, Ms Excel);
• Excellent communication skills;
• Good written and spoken English skills;
• Ability to focus and pay attention to details.

Application Procedure

Interested applicants should send a cover letter together with a CV in English no later than 31st July 2018 by submitting the application form in the link as follows: https://airtable.com/shrEHhrmyayGTWOjs

We regret that only short-listed candidates will be contacted for interviews.