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Admin and Finance Assistant
Position: Admin. and Finance Assistant
Work location:Ha Noi Office
Report to:Admin. and Finance Ha Noi Manager
Deadline:June 29, 2017
Summary
East Meets West Foundation, US-based humanitarian organization, is seeking a volunteer who will support for Admin. and Finance Ha Noi Manager in a variety of clerical, receptionist, administrative and financial support duties for Ha Noi Office and Programs.
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Administrative works:
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Meet and greet guests to the office. Receive, sort and distribute incoming and outgoing mails to appropriate staff members in the office;
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Answer telephone calls, take messages and transfer calls to appropriate staff members. Provide back-up materials for call backs or make calls to external entities/Partners on Country Director’s or senior staff requests/notes;
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Ensure efficient filing, tracking and storing system of documents;
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Responsible in stamping, scanning, printing, photocopying, filing and delivering documents to corresponding partners/ agencies.
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Keep official EMW stamp safely
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Organize logistical arrangements for lodging, transportation, workshops/conferences for projects and operational activities of the office;
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Coordinate and organize Hanoi office common activity such as team building, outing events, year-end party, and other arrangement for funeral, wedding, birthdays, lunar calendar ceremony…
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Purchase, maintain office equipment, functions and supplies with appropriate services and venders. Research and identify competitive suppliers for project related equipment and supplies.
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Finance:
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Cashier
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Check EMS/ air ticket/other bills
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Prepare cheque & withdrawal money from bank
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Prepare disbursement voucher and Petty Cash monthly report for Hanoi Office
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Keep track, label, hand over & report EMW equipment in Hanoi Office
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Check monthly request for payment & breakdown the list to programs from partner agency including EMW, Air tickets, stationery…
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HR:
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Submitting paperwork to the competent authority when required
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Prepare paper works to support getting visa, work permit, residence card, and other papers for foreign visitors, donors and staffs.
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Support HR in delivering paper works and insurance cards, conducting yearly health check and other tasks as assigned
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Other A&F tasks as required
Indicators for good performance:
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Complete all tasks/assignments in an accurate, cost effective and timely manner.
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Quality reports to meet deadlines, as required
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Minimize mistakes in work and breaches of organizational regulations.
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Build a good relationship with supervisor, co-workers and counterparts.
Job Specifications/ Qualifications:
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College or University degree in Business Administration, English, Finance or related field of study.
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At least one year experience in the field or with NGO is preferred
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Strong secretarial and office management skills
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Excellent time management and problem-solving skills.
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Advanced proficiency in MS Office Suite.
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Possess professional attitude, appearance, and diligence.
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Strong communication and interpersonal skills.
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Proficiency with written and verbal communication skills in English and Vietnamese.
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Able to work independently as well as work in a team.
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Able to work under pressure and deadline
Salary and benefits will be determined based on experience and qualifications
Procedure for Candidacy
Please send resume and cover letter, or nominations, to: [email protected]
Specify “A&F Assistant” in the subject line.
Electronic applications only.