Handicap International(HI) is active in Viet Nam since 1989. The organization’s vision is one of a world in which all forms of disabilities can be prevented, cared for or integrated, and in which the rights of people with disabilities are respected and applied.
Despite an increased awareness in Vietnam of the impact of brain lesions on the quality of life of persons with disabilities, there remain serious gaps in service provision and unmet individual needs. Based on the recently drafted National Action Plan For rehabilitation of the MOH, HI implements, with the support of USAID, a project of 5 years aiming to provide higher quality of life of Vietnamese persons with disabilities through improved rehabilitation and medical care management through the 1/ development of reference protocols , 2/ Capacity building for active professionals (health, rehabilitation, social) and the promotion of the 3/ Access to comprehensive approach and quality services to people with disabilities. The main activities will take place in Hanoi, Thai Binh, Hue, Ho Chi Minh and Dong Nai and the main stakeholders are provincial rehabilitation/ district hospitals, rehabilitation departments and universities.
We are currently seeking a qualified and motivated person to fill the position of
ADMINISTRATION AND LOGISTIC OFFICER
Position type: Full time, 1 year contract and renewable.
Location: Based in Hanoi office while at least 20% of his/her time will be devoted to field trips.
Interfacing: The Administration and logistic Officer reports to and is supervised by the Support Service Coordinator (SSC).
Job Summary: His/her responsibilities at a certain period will be determined by his/her Individual Action Plan of that period which covers the below tasks:
MAIN TASKS & RESPONSIBILITIES:
1. In charge of all administration tasks at the Support Office
- Communication
- Receive phone calls and intervene as appropriate
- Transmit all messages received
- Supervising a correspondence system with reference structure
- Manage office correspondence and communication (post mail, email, internet) and prepare / type documents, letters
- Update the list of contacts regularly.
- Classify documents according to the filing system and upkeep office library / reference materials
- Travel arrangement
- Appointments and meetings arrangement for SO team.
- Identification and information about the SO travel plan
- Arrange the transportation means of travel and accommodation of SO staff
- Support visitors in arrangement transportations, ticket, accommodation and introduce letters to Vietnam authorities if required
- Supervising optimal maintenance of the vehicles.
- Equipment management
- Ensuring the use of an Equipment Monitoring Chart (EMC) and the quality of the data it contains, the localisation of fixed assets, update the EMC when there is any change and report to the SSC
- Consolidation of the equipment management: inventories, identification with numbers of each item of equipment, create individual form by equipment, etc…
- Removing and destroying out-dated material after confirmation by the Program Director or SSC
- Supervising the management of office and project inventory
- Ensuring application of equipment management procedures and written certification of each withdrawal of equipment from stock
- Supervising the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)House management
- Supervision of seeking and identifying potential premises for rent, Supervision of the management of the fitting out, servicing and maintenance of the premises.
- Supervision of the necessary security systems are in place for the premises (locks, guards, etc.)
- Supervising the maintenance of working stations and office space (library, public area, store room…)
- Managing contracts: office and house insurance, office and house lease contracts, internet and phone contracts
- Security
- Being a focal point for any safety issues
- Report any safety issues directly to Program Director or Support Services Coordinator
- Provide and update when needed the constant companion (security card) for each staff
- Ensure the permanent availability and update of security equipment (first aid kit, extinguisher…) for all buildings and cars
- Ensure renewal of all HI insurances
- Managing the admin team at Hanoi Support Office
- Supervising house keeper at expatriate house and support office
- Managing direct requests from it team (working time...)
- Co-validating disciplinary procedures with the support services coordinator
- Other admin tasks
- Use administrative forms properly (leave, insurance claim, etc…)
- Arrange for translating all documents when necessary.
- Prepare documents for changing/revising organization' licenses
2. Carrying out efficient management of the supply chain
- Implementation of procurement procedures on the SO in line with internal and donor regulations;
- Support to the project team in drawing of Procurement plan;
- Analysis of the local market and update of the local supplier database corresponding to HI needs and criteria (quality, price, service, ethics, etc…);
- Organisation of the different stages in the local purchases of goods and services (market surveys, ordering, monitoring, receipt, conformity checks);
- Preparation of monthly purchase service monitoring tool and the purchase files for field office and sending the reports to SSC;
3. Support project sites in the organization and coordination of logistic for meetings, conferences and trainings.
- Checking all contracts from Project Site before sending to SSC and Country Director for sign.
- Give consultation to the Project Service Officer/ Project Officers in term of admin and logistic for implementation of project activities (give comments on cost estimation etc...).
- Supervision of the organisation of seminars, conferences and trainings if required (Inform letters, Visa, Ticket, venue etc..for participants)
4. Administration tasks relate Human resources Management
- Assist staff for unemployment insurance, maternity leave & sick leave claim from insurance department
- Assist staff to register with Hanoi Insurance department
- Maintenance of a copy of staffs register or any other legally required records
- Monitoring of deductions of annual leaves and other absences and clearance of salary payment
- Monitoring leaves of expatriates and informed heads offices;
- Managing the preparation and follow up of expatriate work permit and visa applications
- Inform the personnel administration department at head office of expatriate rental sums and salary advances
- Check of the attendance based on the timesheet and leave forms at all project sites
- Participating to the training policy implementation (collecting TNA, facilitating the organization of training committee…)
- Monitoring the training plan (collecting training evaluation form, certificate of training completion…)
- Updating the training database (gathering training opportunities…)
5. General term
- In addition, the Administration and Logistics Officer can be asked to undertake any other duty requested by the Support Services Coordinator
- Apart from the specific terms stipulated above, with his/her common sense the employee will be willing to take on other tasks within his/her capacities in the event of emergency.
- Advocate to public and private, national and international organizations and agencies to promote inclusion of disability issues
Selection Criteria and Qualifications
- Diploma(s) : University
- Experience: Minimum 2-years practical experience with a national/international development organization
- Competencies (knowledge, capacities required)
- Essential
- Excellent participatory facilitation
- Fluency in writing and speaking in English
- Strong computer skills
- Strong communication skills
- Strong computer skills in Word and Excel and PowerPoint
- Information processing
- Desired
- Experience in coordination
- Experience with administration responsibilities is prior
- Knowledge and experience in facilitating the meetings or workshops
- Time Management skills
- Ability to work independently, exercise judgment, meet deadlines and work under pressure
- Sensitive to needs of marginalized population and people with disabilities;
- Personal qualities :
- Essential
- Planning, organizing and coordinating skills with the ability to plan team’s work, prioritize tasks and to work efficiently under time pressure.
- Analytical skills
- Relational skills: working in/with a team
- Involvement
- Adaptability - Apprenticeship
- Desired
- Initiative - Anticipation - Proactive attitude
Applications should include:
- A resume/curriculum vitae (no more than 3 pages) summarizing qualifications and experience;
- An application letter (no more than 01 page);
- 3 work referees and contact details.
Please indicate your expectation for remuneration/salary in your application
Submit applications by May 25th 2016
Contact details:
Email to: [email protected] [1]
Handicap International is an equal opportunity employer. Women and people living with disabilities are strongly encouraged to apply. For detailed information on Handicap International, visit our website: www.handicapvietnam.org [2]