Administration Officer

World Vision International – Vietnam (WVV) invites Vietnamese competent candidates for the following position:
01 Administration Officer
Regular work base: Hanoi office.

Interested candidates are invited to apply ONLINE via WORLD VISION VIETNAM'S WEBSITE BY 28 SEPTEMBER 2015 - http://careers.wvi.org/jobs/vietnam/administrationcorporate-services/wvv...

INTRODUCTION

World Vision is a Christian relief and development organization working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of more than USD 20,000,000 (FY14) with funding from 16 support countries in Europe, Asia, the Americas and Australia. WVV employs about 500 staff, of which 99.5% are Vietnamese nationals. In FY 2015, World Vision Vietnam (WVV) is implementing 46 Area Development Programs (ADPs) and several special projects. WVV’s ADP’s and projects are located in diverse geographic locations: from remote mountainous ethnic minority communities, to the Red River Delta and to the urban slums of Ho Chi Minh City. 

WVV has a representative office in Hanoi, which is the work-base of more than 60 staff. It also receives hundreds of guests and visitors who come for business or visiting every year. From Hanoi office, the Administration unit also provides support to WVV staff across the country as required.

PURPOSE OF THE POSITION

• To support World Vision Vietnam in maintaining efficient communication systems and office management.
• To provide assistance in undertaking administration functions including handling of communications, information dissemination, reception, strategic sourcing and general administrative support tasks.

KEY RESPONSIBILITIES

Administration

• Answer all incoming telephone calls in a courteous and professional manner, and direct to concerned staff and visitors.
• Properly take & relay Callers’ messages to send to the call-receivers by the prescribed message pad system.
• Provide assistance to staff in placing regional and international telephone calls; maintain the telephone monitor system accordingly.
• Demonstrate cordial greetings to all visitors, fill in the visitors’ logbook and issue visitors ID cards.
• Arrange hotel accommodation, air travel requirements for traveling staff and visitors and other logistic for trainings/workshops in a cost effective manner. Monitor hotel and air travel bookings and follow up closely.
• Collate, reconcile and submit all bills and invoices relating to: accommodation, air travel, telephone, fax, courier for approval before the 25th date each month and payment to ensure proper charges to ADPs/projects/departments.
• Maintain & update WVV staff directory in a timely manner in cooperation with the PnC staff.

Strategic Sourcing

• Provide assistance to the Administration Manager in doing sourcing such as checking/verifying quotations, implementing quotation analysis, negotiation with suppliers, etc. based on National Office’s annual procurement plan.
• Maintain the vendor database to keep track of suppliers’ particulars, pricing and goods/services information, and their performances.
• Provide assistance to the Administration Manager in seeking potential new suppliers. Obtain and record critical information from potential new suppliers such as company profile.
• Prepare Contracts, Framework Agreements in a timely and professional manner.
• Generate the saving tracking statistical reports on supply expenditures (including hotel and air travel expenditures) on a monthly basis.
• Maintain positively collaborative relationships with suppliers.
• Carry out other administrative tasks and assignments as and when necessary

JOB REQUIREMENT

The following knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on the job training:

• A Bachelor degree
• At least two years relevant experience in office administration and purchasing
• Good communication skills in spoken and written English and Vietnamese.
• Initiative and good analytical skills.
• Attention to detail and high level of accuracy, work methodically and neatly.
• Good interpersonal skills.
• Be proactive to work effectively with others on a common task and team work skills.
• Time management skills and ability to multi-task and prioritise work
• Knowledge of computer (Microsoft Word and Excel), and office machine such as Fax, Telephone system, photocopier, and others as an advantage.
• Knowledge of basic accounting is preferable.

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are:

People and Culture Department
World Vision International - Vietnam
Address: 4th floor, the HEAC building, 14-16 Ham Long street, Hanoi
Tel: 04. 39439920 (ext.118)

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

World Vision is a Christian humanitarian organization which works to improve the quality of life of people, especially children, who are marginalized and living in poverty regardless of religion, race and gender.