Office Assistant

Office Assistant, Hanoi – Mekong Regional Program

Title: Office Assistant
Location: Hanoi, Vietnam
Division: Global Health Programs

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

The Mekong Program is a PATH business unit composed of country teams in Vietnam and Myanmar. We also provide assistance to public health programs in Cambodia and Laos. We do not have any active projects in Thailand at this time. Our regional, multi-country approach is enabling PATH to maximize regional talent and expertise, learn and replicate in similar environments, and address public health threats such as multi-drug resistant tuberculosis and malaria that know no borders.

Responsibilities:

• Provide administrative assistance to staff, visitors and consultants
• Answer telephones, make outside contacts, take messages, greet and direct visitors.
• Coordinate shipping and mailing packages, faxing, and copying.
• Monitor staff leave and regularly update staff and visitor leave and travel schedule on Intranet
• Backup for Project Assistant with travel arrangements including hotel, flight reservation and car rental if current workload allows. Keep track of vendors’ bills and coordinate payments to vendors under instructions from finance & accounting team.
• Assist with arrangements for workshops, meetings, office events and visitors.
• Assist with procurement of office supplies and equipment.
• Supervise the office driver and schedule the office car bookings
• Provide the admin orientation and prepare stationeries, office key, parking card… for new staff
• Organize, assemble, format, reproduce, bind, and distribute reports, proposals, correspondence, and other materials.
• Regularly check office email, phone message and forward to relevant staff. Monitor office correspondence out log book
• When time permits, assist program staff with material translation
• Print internal telephone bills and deliver to staff for charge codes. Track telephone bills for appropriate codes.
• Maintain office filing system, storage, stock of office supplies, stationery and inventories.
• Maintain contracts with internet service provider, computer Maintenance Company and office supplies vendors. Keep track of vendor bill and coordinate payments to vendors.
• Keep inventory of equipment, software and furniture, monitor office equipment and printer/photocopier cartridge log book. Perform the annual physical check of office inventory.
• Perform user orientation for PC, wireless, network, information system and office equipment use.
• Liaise with local service providers on matters of network service, internet service and PC/printer servicing.
• Liaise with Hanoi Towers’ benchmark on motorbike parking for staff.
• Manage the office telephone system.
• Other tasks as assigned.

Required skills and experience:

• Bachelor’s degree and at least 3 years relevant experience
• Experience in providing administrative support
• Experience in making travel arrangements, and familiar with procurement and payment coordination
• Some experience arranging work permit for expat a plus
• Good interpersonal, diplomacy and customer-oriented skills, keen attention to detail.
• Ability to work effectively in a team
• Good computer skills (Microsoft Office Suite)
• Good English writing and speaking skills; fluency in Vietnamese.
• Proven success in working in a team environment with minimal supervision.
• Proven effectiveness in prioritizing competing demands, and in adapting easily and quickly to changing priorities.

PATH is dedicated to building an inclusive workforce where diversity is valued.

PATH is an equal opportunity employer. Every qualified applicant will be considered for employment.

PATH does not discriminate based on race, color, religion, gender, gender identity or orientation, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

DEADLINE TO APPLY: AUGUST 31, 2018

HOW TO APPLY: Please submit an application directly through the PATH Career’s website or through this link: https://bit.ly/2ApIxMQ