Job Title: Administrator / Cashier
Organization: VUFO-NGO Resource Centre
Location: Hanoi, Vietnam
Duration: 2 years (with likely extension)
Background
The VUFO-NGO Resource Centre was established in 1993 as a member-based organisation to support the community of international non-governmental organisations (INGOs) in Vietnam and their Vietnamese partners. Currently the centre brings together over 100 member organizations and provides services to international NGOs, donors, Vietnamese governmental agencies, local organisations and other partners concerned with hunger eradication, poverty reduction and sustainable development in Vietnam.
The centre operates with the support of the Vietnam Union of Friendship Organisations (VUFO) and the People’s Aid Coordinating Committee (PACCOM). It is managed by an expatriate Managing Co-Director and guided by a Steering Committee, including selected INGO directors and representatives of relevant Vietnamese agencies responsible for the work of INGOs in Vietnam. For more information, please visit: <www.ngocentre.org.vn>
Overall Responsibility
The Administrator is responsible for a timely and smooth running of the VUFO-NGO Resource Centre; preparation of the INGO Directory; maintenance of the library, including its database; and for financial (cash) operations, including maintenance of cash books.
Main Tasks
Office Operations
- Procurement of stationary and other supplies;
- Maintenance of office equipment including the inventory;
- Maintenance of the appointments' and meetings' diary;
- Sending and receiving mail and facsimiles;
- Maintenance of the office filing system;
- Receiving visitors;
- Meetings arrangement;
- Liaison with a part-time accountant and computer/network consultants;
- Participation in meetings of the INGO Administrators Working Group.
Information Management
- Maintenance of databases, including annual preparation and distribution of the INGO Directory and semi-annual updating and distribution of the Agency Personnel List;
- Management of mailing lists and distribution of information via email;
- Collecting and summarizing of announcements, news and other electronic information from other sources; distributed through bi-monthly e-newsletters and the website;
- Maintainance of the library database, including cataloguing new items;
- Responding to information requests and assisting visitors to the centre's library;
- Posting news and vacancies on the website.
Membership Services
- Maintainance of the INGO members' information;
- Management of annual membership fees;
- Responding to administrative inquiries from members.
Cash Operations
- Distribution, sale and receipt of contributions for the INGO Directory;
- Cash payments and financial transfers;
- Management of Petty Cash and Cash Books, including regular cash count;
- Keeping records of membership fees payments and INGO Directory sales;
- Liaising with the centre's designated bank.
Other
- Assisting with other areas of the centre’s work as required.
Position Requirements
- University degree;
- Vietnamese national;
- Minimum 4 years experience with INGOs or similar work in Vietnam;
- Previous work in administration and finance;
- Fluent English language skills: reading, writing, speaking and listening;
- Confidence with information technology and computers;
- Ability to work under pressure, flexible and high attention to details;
- Friendly, approachable and willing to help others and work in a team;
- Committed to sharing information and resources.
How to Apply
Those who are interested in the above position should submit their detailed Curriculum Vitae and a cover letter in English before the 22nd of March 2012 to the following email:
Ms Giang Ngan Ha: <[email protected]>