Administrative Officer

Norwegian People's Aid (NPA) is an Oslo-based Humanitarian organization working in the fields of Mine Action. We have operated in Vietnam since 2010 with projects in Hanoi, Hue and Quang Tri. NPA Vietnam Program is currently expanding its activities, having more projects which require professional personnel to carry out and effectively support projects. Therefore, NPA Vietnam is seeking for qualified, enthusiastic, experienced Vietnamese applicants for the position Admin Officer (AO) based in Hanoi with travels to field offices in provinces.

General Responsibilities:

The Administrative Officer will assist the HRA Manager in matters related to the general operation of NPA Hanoi Office and support to field offices to ensure smooth running of all activities and offices, in line with all current NPA policies and procedures.

Specific duties:

  • Administration
    • Oversee the reception office operation of NPA HN office, handle all incoming/outgoing telephone calls, faxes, letters, postal packages…etc
    • Be responsible for general office coordination, including but not limited to maintaining office calendar for meetings and work flow, coordinating office car schedule, supervising housekeeping service
    • Compile, transcribe and distribute minutes of meetings
    • Provide interpretation to NPA expats and visitors and translation of office documents as required
    • Ensure proper office supplies, maintenance of office equipment for NPA HN office
    • Book and coordinate travel arrangement for NPA expats, visitors (including but not limit to visas, airtickets, accommodation and other arrangements)
    • Prepare paperwork and applying for NPA expats’ work permit, visa, resident card
    • Organize shipment and assist in settling in or departure for NPA expats and family
    • Organize meetings, trainings and events for NPA National Office and NPA events national wide and abroad
    • General secretarial work as typing, drafting documents, filing (both soft and hard files)
    • Assist Logistics Manager in logistics matters including but not limited to getting quotations for office equipment/furniture/supplies procurement, checking inventory, coding assets, ensuring car logbook/services recorded
  • Finance
    • Management of NPA Hanoi Office Petty Cash
    • Perform weekly and monthly cash count for NPA Hanoi Office
    • Cooperate with Finance Officer and make necessary weekly and monthly cash book report as required by Finance Manager

Required qualifications

  • BA in English with at least three (3) year working experience in administration for INGOs or international organizations
  • Sound interpersonal & communication skills with Computer literacy
  • A proactive and critical thinker
  • Good sense of keeping track jobs to be done and keen on following up until jobs done well
  • A good team player as well as an independent worker
  • Familiar with multi-cultural working environment

Interested candidates are requested to submit a CV, a cover letter to express why you are fit for the post and NPA, a copy of related certificates-degrees and 03 references to NPA via e-mail address [email protected]. Please indicate clearly the post you are applying for in your email subject.

The closing date for applications is 06 January 2017 at 5 pm with start date as soon as possible. Women and disabled people are encouraged to apply. Only short-listed candidates will be notified.

Job Details
Organisation Name: 
NPA
Location: 
Hanoi
Application Deadline: 
Fri, 2017-01-06