Receptionist

BACKGROUND

USAID’s Vietnam Forests and Deltas program will support acceleration of Vietnam’s transition to climate-resilient, low emission, sustainable development by improving land-use planning and forest and natural resource management and engaging communities in development of action plans to address climate risks and vulnerabilities. The program will inform ongoing GVN efforts to develop and implement its National Target Program to Respond to Climate Change and the nascent Green Growth Strategy. Through an evidence-based cycle of analysis, demonstration, evaluation, and replication, the team will empower GVN, communities, and nongovernmental organizations to develop inclusive, equitable solutions tailored to the unique characteristics and challenges of Vietnam’s forests and deltas. The Winrock team’s approach prioritizes linkages between mitigation and adaption to develop a comprehensive, integrated response to climate change.

Vietnam Forests and Deltas will focus on two main areas:

1. Support adoption of land-use practices that slow, stop, and reverse emissions from deforestation and degradation of forests and other landscapes, and
2. Increase resilience of people, places, and livelihoods in delta areas through assistance on adaptation and disaster risk management.

NATURE OF WORK:

The full time Receptionist is to provide the reception, administrative, and logistical support for the project office in Hanoi.

Supervisor: The Receptionist will report to the Finance and Operations Director.

MAJOR TASKS AND ACTIVITIES

This Receptionist will perform the following tasks:

• Act as phone operator and welcome guests to the office, ensuring good order of the front office.
• Being responsible for all incoming correspondence, ensuring timeliness and efficiency:
• Receive receiving correspondences, making copies for incoming correspondence file and for concerned staff members;
• Ensure that these correspondence are promptly delivered to those concerned, and keeping proper records of these correspondences;
• Being responsible for all outgoing correspondence
• Assigning the reference number;
• Label the addresses, making a copy for outgoing file
• Ensure that all express mails are promptly sent out;
• Handling petty cash payment of Hanoi office.
• Monitor daily operation and use of the meeting room; arrange equipment for the meetings;
• Ensure that all office facilities are ready and available for daily work. Being focal point person to contact landlord and IT and relevant suppliers for timely repair, maintenance and fixing IT the issue of office equipment and office building;
• Assist in management of office fixed assets:
• Manage and regular update the asset filing system and assets lists to ensure that the asset lists are accurate.
• Ensure that all equipment and furniture are labeled within 02 days; from the date of purchase;
• Ensure that all staff members sign the equipment record asset assignment forms and the form is updated if there is any change.
• Coordinate with admin to do inventory check at the end of very June and December
• Assistance with procurement, logistical/travel arrangements, and organization of workshop, conference and program events.
• Management taxi coupons;
• Assist to maintain the program library and filing system;
• Keep track staff leave records and send it to staff on regular basis. Act as timesheet keeper for the office; remind staff to submit timesheets on time.
• Update telephone contact and contact address of VFD staff, partners, government organizations and other institutions with whom VFD has contacts or working relationship with on a regular
• basis;
• Take notes and drafting minutes of staff meetings.
• Support with photocopying FOV when required.
• Carry out others tasks that may be required by the COP, DCOP and F&O Director from time to time.

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor or Diploma or similar qualification from a recognized clerical college;
• At least 2 years of sound working experience in administrative/secretarial work; experience with
• USAID project is preferable.
• Excellent proficiency in written and spoken English;
• Excellent communication skills;
• Good organizational skills;
• Dynamic, self-motivated, willing to learn, service-oriented and able to work under pressure;
• Professional use of relevant computer programs (e.g. MS Office, MS Word, MS Excel)

HOW TO APPLY:

Interested candidates should send application to the following address: [email protected] no later than March 14, 2014 with letter of motivation, CV and three references. Please place “Application for Receptionist” in the subject box. Only shortlisted candidates will be contacted for interview.