Office Assistant

Please submit a cover letter with your resume in one document describing your interest in this position and how you meet the requirements. Application materials must be submitted in English and applicants must have legal authorization to work in Vietnam to be considered and confirm this in their cover letter. PATH offers a highly dynamic work environment and provides competitive compensation and benefits based on experience.

PATH is a global organization that works to accelerate health equity by bringing together public institutions, businesses, social enterprises, and investors to solve the world’s most pressing health challenges. With expertise in science, health, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales solutions—including vaccines, drugs, devices, diagnostics, and innovative approaches to strengthening health systems worldwide. Working in Vietnam since the early 1980s, PATH established a permanent office in Hanoi in 1997 and an office in Ho Chi Minh City in 2014.

PATH is currently recruiting an Office Assistant who will be based in its Hanoi office.

Responsibilities:

Administrative activities:

• Provide administrative assistance to staff, visitors and consultants. Provide administrative support to Country Director in the absence of Office Manager.
• Answer telephones, make outside contacts, take messages, greet and direct visitors; manage office telephone system; Track telephone bills for appropriate codes.
• Coordinate monthly staff meeting.
• Coordinate shipping and mailing packages, and copying (including organize, assemble, format, reproduce, bind, and distribute documents).
• Monitor staff leave, update staff leave balance and cross check with timecards.
• Assist with arrangements for workshops, meetings, office events.
• Arrange and schedule the office car bookings; manage office vehicle insurance renewal; review vehicle logbook and vehicle maintenance log performed by driver.
• Arrange workstation, prepare computer, stationeries, office key, parking card... for new staff, intern and provide new staff orientation on general office rules and procedure.
• Regularly check office email, phone message and forward to relevant staff. Monitor office correspondence out log.
• Maintain office filing system, storage, stock of office supplies and stationery.
• Monitor office equipment and printer/photocopier cartridge log book and office equipment maintenance schedule. Ensure office equipment functioning well.
• Keep and update inventory of equipment, software and furniture and perform the annual physical check of office inventory.
• Maintain contracts with office and storage Landlords, internet service providers, IT service Company, postage and phone, travel agent... and other office supplies/maintenance vendors. Keep track of Landlord and vendor bills and coordinate payments to vendors.
• Liaise with local service providers on matters of network service, internet service, phone system and PC/printer/photocopy servicing, in coordination with IT staff and consultant.
• Manage relationship with office building management; Deal with Landlords on all issues relating to utilities, safety & security, parking and maintenance.
• Supervise cleaner.
• Provide travel arrangements for staff, visitors and support office and general events if assigned.
• Perform other administration related tasks.

Procurement activities:

• Provide support to Procurement Specialist in procurement of goods and services for Vietnam Country program in compliance with the PATH procurement policy
• Assist Procurement Specialist in the prequalification process and registration of new vendors;
• Assist Procurement Specialist in contacting vendors and supporting them in the finalization of requested documents;
• Assist Procurement Specialist in managing vendor databases;
• Assist with procurement filing;
• Assist Procurement Specialist with researching on potential vendors;

Required skills and experience:

• Bachelor’s degree and at least 3 years relevant experience
• Experience in providing administrative support. Experience in procurement support is an advantage.
• Some experience in event organizing ; Experience with inventory management a plus.
• Good interpersonal, diplomacy and customer-oriented skills, keen attention to details.
• Ability to work effectively in a team
• Good computer skills (Microsoft Office, Excel
• Good English writing and speaking skills; fluency in Vietnamese.
• Proven success in working in a team environment.
• Proven effectiveness in prioritizing competing demands, and in adapting easily and quickly to changing priorities.

Location – Hanoi, Vietnam

Must have legal authorization to work in Vietnam.

PATH Website Link: https://path.wd1.myworkdayjobs.com/External/job/Vietnam-Hanoi-Regional-Program-Office/Office-Assistant_JR667