Admin and Logistic Assistant

Save the Children’s vision is a world in which every child attains the right to survival, protection, development and participation. Our mission is to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Save the Children started our work in Vietnam in 1990, and implements programs in the key thematic areas: Education, Health and Nutrition, Child Protection, Child Rights and Governance, Child Poverty, Disaster Risk Reduction (DRR) and Emergency Response. At present, Vietnam Country Office has programs in 22 out of 63 provinces in Vietnam.

Save the Children in Vietnam continues to develop innovative programming that reflects the overall strategic goal of measurably improving the survival, health, protection and development of Vietnam’s poorest children by strengthening the capacity of women and children, caring adults, communities and partner organizations.

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children.

Child Safeguarding positioning statement:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

We are looking for a Vietnamese national for:

• Position: Admin and Logistic Assistant
• Location: Lao Cai

ROLE PURPOSE:

This position will support Human Resources division and Supply Chain division in implementing administrative and personnel duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Update the supplier database, pre-qualified supplier list and suspended suppliers
• Support supplier inspection and site visits
• Arrange procurement filing system and keep tracks of procurement files
• Ensure the sufficient procurement filing according to checklist
• Be in charge of photocopy, scan of contracts, documents
• Implement procedures to extend contracts or discontinue existing agreements
• Develop KPI monthly reports to submit the Supply Chain Manager for review
• Facilitate procurement workshops, induction and training
• Support to lead tender opening and meetings of Procurement Committees
• Support sourcing procedures and communications with suppliers
• Provide the internally support services to Support Services team members in doing logistics and arrangements for travelling (transportation, hotel booking, etc.)
• Manage and update staff personal vehicles for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
• Be in charge of managing office stationery and storage
• Take Support Services team meeting minutes
• Manage and supervise offices cleaners duties tasks and declare/submit online their monthly timesheet (Proxy User)
• Other Supply Chain tasks assigned by Line Managers

Working contacts:

• Internal: All staff including Programs members, Support Services team members in Lao Cai and Support Services team members in Hanoi Country office and other provincial offices
• External: Consultants, candidates, partners (Social Insurance agency, Taxation agency, Desepco, VUFO, recruitment business, etc.) and local competent authorites

QUALIFICATIONS

• Bachelor’s degree in public administration, human resources, business administration or relevant field;

Essential

• At least 2 years of working experience in administration and logistics sectors (with NGOs is preferable)
• Good understanding of local regulations on labour and social insurance
• Ability to exercise tact and diplomacy and to deal with a variety of highly confidential and sensitive issues with discretion;
• Good interpersonal, communication and teamwork skills;
• Good prioritization skills and ability to coordinate a variety of work activities;
• Fluent English speaking and writing skills;
• Proven commitment to children rights and equality of opportunity;
• Good computer and IT skills.

Desirable

• NGOs networks and knowledge

All application packages must be submitted via https://stcuk.taleo.net/careersection/ex/jobdetail.ftl?job=1900030Y&tz=G...

In case you cannot access to the above link, please send your updated CV (in English), your Cover Letter and your SC’s Application Form to email: [email protected]

The SC application form and the full Job Description are attached.

The closing date for application is 11:59 pm on 11 November 2019.

Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned.

Save the Children is an equal opportunities employer. Our selection processes reflect our commitment to the protection of children from abuse, and our people are as diverse as the challenge we face. We welcome applications from all qualified candidates, regardless of age, disability, HIV/AIDS status, race, national origin, religion, or sexual orientation.