Administrative Officer

VACANCY ANNOUNCEMENT

Position: Administrative Officer
Duration of contract: 12 months with possible extension
Salary: Competitive
Duty station: Hanoi, Vietnam
Opening date: 19 December 2017
Closing date: 31 December 2017

General

KNCV Tuberculosis Foundation is an international non-profit organization dedicated to the fight against tuberculosis (TB), still the second most deadly infectious disease in the world.

KNCV is an international center of expertise for TB control that promotes effective, efficient, innovative and sustainable tuberculosis control strategies in a national and international context. We are an organization of passionate TB professionals, including doctors, researchers, training experts, nurses and epidemiologists. We aim to stop the spread of the worldwide epidemic of TB and to prevent the further spread of drug-resistant TB.

Over the past century we have built up a wealth of knowledge and expertise, initially by successfully controlling TB in the Netherlands. Since the 1970s, we have also shared our knowledge and expertise with the rest of the world. We operate from a central office in The Hague in the Netherlands, a regional office in Central Asia and country offices worldwide. KNCV raises funds from private, institutional, corporate, and government donors.

In Vietnam, KNCV Tuberculosis Foundation promotes effective, efficient and sustainable tuberculosis control in Vietnam by supporting and building capacity of health system, including national programs and active participation in national and international policy development.

Purpose of the position:

The Administrative Officer will be responsible for the administrative work, interpretation and translation for the KNCV Vietnam office and KNCV supported projects in Vietnam.

Position in the organization:

The Administrative Officer is a member of the Country Office and reports to the Country Representative Officer.

Main duties:

• Take responsibility in correspondence between KNCV and partners, local agency; inform and update information to POs, CRO about the progress: telephone communications, take notes, incoming-outgoing letters, office documentation and reports.
• Maintain the project administration in filling system and sever to ensure the HO security procedure: keep track of plans and reports related to projects and programs, keep program documentation and project administration
• Assemble Terms of References and contracts based on standard formats and clauses;
• Support in arranging logistics, organization of workshops, seminars, meetings, etc. including estimating budgets for these activities, settle payment, monitoring expenditures, and ensuring that documents and other materials are available on time;
• Interpret and translate documents, letters vice versa into English or Vietnamese and translate and interpret at meetings,; accompany international consultants during field visits as needed;
• Draft letters in English and in Vietnamese
• Attend meeting and take notes/minutes when needed.
• Function as contact for information concerning quotations, bank details, reports etc. when needed;
• Arrange logistic support (travel, hotel, visa application, etc) for field trips, external consultants, technical and project officers’ travels;
• Collaborate with Financial Officers about project expenditures: arrange the payment on petty cash; checking expenditure reports, chase up the payment for logistic, consultants and others suppliers.; chase up and check timesheet of staff/consultants.
• Oversee facilities, technology, and materials utilized in the office, coordinating with appropriate services;
• Manage the filing, storage and security of documents and reports from partners;
• Manage information and general administration issues and practices;
• Manage the repair and maintenance of computer and office equipment;
• Control stationeries and maintain stationary inventories; Purchase office consumables and other items as required.
• Manage the inventories list of office equipment.
• Monitor and supervise other administrative works: office arrangement, security and cleaner.
• Ensure timely and quality reporting at all levels
• To assist CRO in timely and quality reporting to donors and stakeholders;
• Performs other duties as requested by the Country Representative Officer.

Requirement qualifications:

Education and Skills

• University degree required, preferably in English and/or public health or a development oriented subject;
• More than 1 years of relevant interpreting/translating work experience in his/her specific technical area;
• Professional speaking/reading/writing English and Vietnamese is required;
• Good administrative skills, systematic way of working and experience in organizing office documentation and materials;
• Ability to use computer software related to program administration; Microsoft office programs, notably Word, Excel, Power point;
• Ability to communicate effectively;
• Ability to work according to deadlines and instructions;
• Motivated and able to work independently;
• Demonstrated ability in team situations, sensitive to others, and an ability to provide support and positive timely contribution;
• Carefulness, accuracy, honesty, enthusiasm and willingness to learn;
• Having good references from previous employers and/or teachers;
• Able and willing to travel when needed to projects outside Hanoi.

Specific skills

• Ability to multi-task;
• Innovative and creative;
• Strong analytic capacity;
• Being able to deal with resistance;
• Self-initiating;
• Networking, negotiation and coordination;
• Sensitive to cultural differences and understanding the socio-economic, political and ethical issues surrounding TB control;
• Ability to work-proactively and work well in a team;
• Ability to develop and maintain efficient working relationships among staff within KNCV country offices as well as external partners.

Additional characteristics

• Tasks are performed independently within a set policy framework of responsibilities and assignments.
• This job involves regular travel. The Administrative & interpreting officer will frequently travel in-country

Responsibilities, competences and risk factors

• Material risk due to the responsibility for project management issues. External factors enhancing workload may lead to stress.

Application:

Applicants are requested to submit a cover letter and curriculum vitae with names and contacts of the last three professional references to the E-mail address: [email protected] under subject ‘Administrative Officer’.

Only short listed applicants will be contacted for interviews. If you do not hear from us within 4 weeks from the closing date, your application was not successful.