Office Manager (Maternal Leave Substitute)

TERMS OF REFERENCE
MATERNAL LEAVE SUBSTITUTE
OFFICE MANAGER POSITION
AT ROSA-LUXEMBURG-STIFTUNG SOUTHEAST ASIA

The Rosa-Luxemburg-Stiftung (RLS) is an internationally operating non-profit institution that has become a provider of political education and a center for progressive social research in both Germany and throughout the world. It is part of a transnational, progressive and solidary network striving for democratic and social participation and empowerment.RLS works within the tradition of workers’ and womens’ movements and is affiliated with the German political party “The Left/ Die Linke”.
Rosa-Luxemburg-Stiftung Southeast Asia (RLS SEA) embraces the mission of supporting transformation countries, such as Cambodia, Laos, Myanmar and Vietnam to a socially just, sustainable, participatory and democratic society.The RLS SEA Regional Representative Office has been opened in April 2009 in Hanoi and is currently cooperating with approximately 15 partner organizations such as academic institutions and universities, non-government-organizations (NGOs) and government institutions as well as with parliaments. RLS SEA’s activities and partnerships focus on a variety of issues under three major themes, i.e. “program components” such as “social justice”, “socio-ecological transformation” and “international dialogue”.

Position Job Description

Responsibilities & Tasks:

• Managing procurement in accordance with RLS regulations;
• Organizing office maintenance and repair work;
• Supervising the work of the office driver and assistant, cleaning staff and maintenance workers;
• Assisting the Director in all legal questions related to the smooth operation of the office;
• Assisting the Director in his/her personal affairs, such as visa, residential permits and meeting/appointment schedule;
• Preparing and organizing logistics for meetings, workshops, seminars organized by RLS and partners;
• Contracting together with the finance manager of hotels, meeting facilities, interpreters, and other resources related to the operations of the office and activities, includes monitoring of fulfilment of contracts;
• Supervising the technical maintenance of RLS IT system;
• Organizing together with the project management unit the PR and reporting of activities;
• Effectively communicating relevant information to the director, the team of RLS Vietnam and to the headquarters of RLS in Berlin;
• Creating friendly and trustful partnerships with RLS’ cooperation partners and other partners, seeking for advise of the director if problems arise;
• Supporting RLS staff in arranging business trips;
• Managing the stationary, storage and other daily operations of the office;
• Organizing meetings and appointments;
• Being the focal point for contacting with air ticket agent;
• Managing Timesheets, leave plans of office staff.

Reporting lines

Report to: Director of RLS SEA

Is substitute for: Office Manager

Will be substituted by: Finance Manager of RLS SEA

Qualification, Skills and Competencies

Professional qualifications

• Diploma in public or business administration, law, project or finance management or other relevant fields;
• At least three year professional experience in office, finance or knowledge management or administration;

Skills and Competences

• Professionalism in communication, administration as well as logistical arrangements;
• Fluent in Vietnamese and English, German is an asset;
• Familiar with MS Office and other computer programs assisting websites, office management and accounting;
• Understands how to communicate difficult/sensitive information tactfully;
• Willing to learn, team-oriented and highly communicative;
• Convenient to work in an international and diverse environment;
• Well-developed presentation skills;
• Ready to work weekends and evenings, if required;
• Ready to travel in Vietnam and abroad.

Additional information regarding the position

This is a full-time position and it is based in Hanoi, RLS SEA office. It is substituted for a maternal leave position and the estimated duration for this position is from 1 April until 31 October 2018.

Application

RLS would like to invite interested candidates to submit their application following international standards in English language including:

• CV;
• A motivation letter including salary expectation.

Application deadline: 13 March, 2017.

Please be informed that only written and complete application packages like described above meeting all above mentioned requirements will be considered and invited for interview, which will take place on 16 March, 2018.

Please, submit your application to Mrs. Nguyen Le Hang (RLS SEA Office Manager) via the e-mail address: [email protected]

Inquiries are only accepted before the application deadline. Please refrain from phone inquiries. Only short-listed candidates will be contacted!