Logistician and Administrative Assistant

1. Background

The French Red Cross seeks to prevent and alleviate human suffering and to improve the situation of vulnerable people. The French Red Cross carries out activities in France and worldwide, in close coordination with the International Red Cross and Red Crescent Movement and their sisters organizations. The French Red Cross core areas of intervention are: social care, health, disaster preparedness and relief with a transversal emphasis on capacity building.

In Vietnam, the French Red Cross work in close collaboration with the Viet Nam Red Cross (VNRC) to implement development projects focusing of the health sector as well as emergency projects to respond to the humanitarian needs of people affected by natural disasters.

The French Red Cross is looking for a Logistician/Administrative Assistant who will be based in the Hanoi Delegation and supports the FRC projects implemented in Vietnam.

2. Job description
2.1. Duration
One year with possible extension.
2.2. Location
The position is based in Hanoi. The Logistician/Administrative Assistant can be requested to travel on project sites to provide ad hoc support/training to our staff/partners and/or to deliver goods purchased to the project sites (up to 25% of the time).
2.3. Duties and responsibilities
Under the direct supervision of the Office Manager, he/she will be responsible for all log/admin tasks for Hanoi Delegation office and all FRC projects in Vietnam.
The specific duties and responsibilities include:

LOGISTIC / PURCHASES
- Carry out (or support the VNRC to carry out) all procurements procedures in strict accordance with donors and FRC rules;
- Organize (or support the VNRC to organize) tendering process if needed;
- Take care of the reception of goods imported from abroad (if any);
- Follow up on procurement contract performance (in terms of date of start, date of fulfilment, financial advances, increase or decrease in the costs, final payment, bank guarantee if any, any problem arising during contract implementation....);
- Manage, update and follow up the inventory list of FRC in Vietnam: managing the in and out movements of purchased and stored goods;
- Supervise the FRC vehicles management and ensure they are kept in safe and working condition;
- Follow up and check the log-books of all the FRC vehicles;
- Report on the monthly basis for all logistic and purchase activities;
- Provide training and/or guidance to partners (especially VNRC) on procurement procedures, vehicle management, logistic issues.
- Provide support for FRC teams based in provinces for purchased and the management of provincial offices.

ADMINISTRATION
- Receive phone calls and guests;
- Take care of all admin issues in the office such as:

• requesting for visa and work permit,
• booking travel tickets,
• office license extension,
• following up on staff leaves and move,
• buying stationery,
• supervising the office maintenance,
• sending documents to partners;
• drafting letters/contracts,

- Support the translation and interpretation when required;
- Be responsible for archiving logistics and admin files in the Delegation;

2.4.Minimum qualifications

Educational background:
- University Degree in Foreign Languages (English or French), Logistic Management or equivalent relevant field.

Working experience:
- At least 2 years of working experience as an Logistician/Administrative Assistant or equivalent position;
- Experience in working in an international environment is an asset.

Knowledge:
- Good knowledge of logistic and administration;
- Knowledge of RC/INGOs working environment is an asset.
- Language/Computer
- Very good command of MS Office.
- Knowledge of database management software is an asset.
- Having good commands of written and spoken English.
- Knowledge of French is an asset.
- Personal skills and abilities
- Rigorous, precise, well organized and punctual;
- Very good sense of initiative and responsibility;
- Good interpersonal and communication skills;
- Very good negotiation skills;           
- Ability to work in team, independently and in stressful situations;

3.Application Procedure
Interested Vietnamese candidates are requested to send:
- CV in English including references
- Application Letter in English
- Copies of education degree and relevant certificates

To:            French Red Cross Delegation in Vietnam
83A Tran Quoc Toan street, 7th floor,
Hoan Kiem district, Ha Noi

Or by email at:      [email protected]
With the following reference in the subject: FRC_Recruitement_Log/Admin2012_Your name
DEADLINE for application submission: 22/06/2012

After the review/screening of applications, only short-listed applicants will be contacted by phone or email, and invited for an interview.