Admin Officer

The Opportunity - Admin Office

Assist in regular country program administration activities; responsible for reception of the representative office. Admin Officer will work closely with other admin team members to make sure operation functions of Hanoi Office are implemented smoothly and efficiently.

This position will support HR & Admin team 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, especially for the fields offices.

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:

Administration:

• Create a representative and welcoming environment for staff, colleagues and visitors to SC office. Ensure the office is opened at 7.00 am and keep the reception area tidy
• Answer all incoming phone calls and direct all outgoing calls and take messages as needed
• Manage and monitor all internal and external correspondence as assigned. Process all outgoing mails, faxes, pouch materials and make phone calls as requested; Process and distribute incoming mails/e-mails and internal communications and ensure that mail and pouches are shipped as quick as needed and those that are received,  recorded and directed properly
• Support daily implementation of all logistic arrangement in Country Office such as  handling office supplies, EMS service, stationery, equipment, transportation and other related activities.
• Organize reference materials on displace shelf in the reception room
• Maintain, assist, and implement office protocol instruction as a resource person to staff and visitors
• Coordinate and make sure that office’s Cleaner is back up during their absence and office is always open from 07:00AM to 06:30PM, Monday to Friday.
• Maintain updated staff list and emergency contacts
• Support staff member in ordering name card print.
• Prepare expense claims for office expenses, i.e phone/internet/courier/air fares, office supplies, photocopies, leasing, utilities bills, other required claims,…ect.
• Coordinate with Supply Chain team in arrangement for external meetings/workshop and office events as required.
• Provide general administration support, when required, including but not limited: translation work, typing minutes of admin team meeting as required by supervisor, word processing, data entry and internet research tasks, support for expats,…
• Support in preparing Admin. documents and paperwork (Visa, work permit,…) for Expats and visitors.
• Provide back up support to other team members in their absence when required by Director
• Of Human Resources - Administration & Safeguarding.
• Monitor and manage office’s first aid kit to make sure all items are available and in good quality for use at any time
• Provide support to Admin Co-ordinator in arranging international workshops/meetings, CO events
• Provide support to Emergency responding activities when required by Admin. Coordinator
• Disburse cash for all cash-related transactions, including travel advances and any payments not made by bank transfer;
• Manage the petty cash fund of Country Office;
• Perform cash counts on a weekly basis, to be verified by the Admin & HRD/Finance;
• Work closely with Finance Section to ensure sufficient cash is on hand in the office safe to ensure smooth operations of the Country Office;
• Ensure security of cash in the office safe, ensur strict control of access;
• Maintain all relevant documentation for cash transactions and petty cash disbursements as well as other related documentation.
• Process requests from  field offices in photocopying, printing, scanning, getting documents signed, sending documents to assigned address
• In case of work necessity, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Talent Acquisition:

• Conduct full-cycle recruitment for positions of NAT 6 & Intern
• Arrange logistics for interviews when required

Working contacts

Internal: Admin team members, Admin Coordinator, Human Resources – Administration – Safe Guarding Director, all staff

External: visitors, suppliers of goods and services, some Government officers

Additional job responsibilities

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

QUALIFICATIONS 

• Bachelor’s degree in related field

EXPERIENCE AND SKILLS:

Essential

• At least 2 years in work experience in Administration field (Strong Admin. Experience is preferred) & HR – recruitment, 1year working with NGO is preferable
• Fluency in English and Vietnamese essential
• Good skills in translating and interpreting
• Strong organization, communication skill & time management
• Good interview & negotiation skill
• Computer literate
• Ability to manage cash and keep proper records of cash disbursements and petty cash documentation.

Desireable

• NGOs networks and knowledge.

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education, and child protection. We also campaign and advocate at the highest levels to realize children’s rights and ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:

Job Description - Hanoi - Administration Officer- National Only (230002U3) (taleo.net)

Location: Vietbank Building, 70-72 Ba Trieu, Hoan Kiem, Hanoi

Closing Date: 27^th July, 2023

If you have any issues with applying via our system, please send an email explaining your troubles to [email protected]

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 believe that gender equality is a basic right for all people

All employees are expected to carry out their duties by our global anti-harassment policy.