Administrative Assistant

Oxfam-Québec is a Canadian NGO working in Viet Nam for the past 19 years. Oxfam-Quebec program in Vietnam ranges across sectors including rural development, anti-human trafficking, and business development services for micro businesses within the emerging non-governmental sector as well as mass organizations. It is committed to the development of civil society and the equality of women and also provides Canadian technical support through consultants and volunteers.

KEY RESPONSIBILITIES:
Administration:
- Responsible for daily operations of administration issues. 
- Responsible management of monthly utility usages such as telephones, fax, stationery, etc., ensuring timely payment is made. Maintain records of telephone and fax usage. 
- Maintain contacts with Government bodies and contracts with external suppliers such as newspapers, tickets, stationery, hotels, etc.
- Responsible for arranging official documents for international staff/visitors, i.e. visa application & visa extension ensuring visa list is updated.
- Assist in arranging tickets and booking for accommodation for OQ staff/visitors. Advice alternatives routes and available flights. 
- Ensure that contact list is updated, manage incoming/outgoing mails/faxes and OQ common emails and circulate/distribute them accordingly. 
- Answer incoming telephone calls and arrange outgoing calls when requested.
- Prepare necessary documents for OQ office permit.
- Assist with translation, typing, photocopying as requested.
- Contact interpreters/translators/consultants/partners as requested.
- Supervise the work of cleaners, ensure that necessary training they perform against standard objectives and perform training as necessary. Supervise the work of admin intern.
- Conduct inventory of OQ equipment and assets. Maintain updated monthly inventory list. Arrange necessary repairs as needed.
- Maintain filing system, ensuring easy access to all staff.
- Prepare contract with suppliers.
- Manage leave records of staff and monitor staff timesheet and holiday schedule;

Logistics:
- Responsible for procurement in OQ Vietnam office. Ensure supplies of stationary is always available and replenish as necessary.
- Responsible for the purchase of office assets including IT equipments
- Maintain record of use of OQ Vietnam assets
- Arrange meeting/workshops in terms of logistics and administrative arrangement.
- Responsible for performing monthly logistic reports and requirements
- Contact with Government bodies and service providers, procurement of assets and equipments for the Oxfam office and projects
- Responsible for handling minor repairs in the office
- Responsible for car rental and car arrangement for Oxfam staff as requested. Keep record the use of Oxfam vehicle.

SKILLS AND COMPETENCE:
- Excellent in spoken and written English
- University degree, preferable in Business administration and/or Finance, Accounting, Economics
- At least 3-years of working experience in administration/finance
- Good computer skills (Windows, Winword, Excel); preparedness to learn and manage computer software packages necessary for office work, especially on communication and information management
- Ability to work under pressure within the office, and prioritise routine and ad hoc tasks
- Ability to work independently under minimise supervision as well in a team in a multi-cultural working environment
- Respect for confidentiality and have sympathy with the aims, objectives and beliefs of Oxfam and commitment to Oxfam’s gender and equal opportunities policies ensuring commitment to equality and fairness, irrespective of political, religious and ethnic affiliation

MONTHLY GROSS SALARY: 350-500 USD

HOW TO APPLY:
Interested candidates should submit their application with CV and motivation letter to the e-mail address:  [email protected] no later than Tuesday, 10 August 2010.
Only short-listed candidate will be contacted.