Administration Officer

World Vision Vietnam is looking for Vietnamese competent candidates to fill the following vacancy:

WVV Administration Officer – 01 position

• Work base: Ha Noi
• Deadline for application: 4 September 2019

For detailed Job advertisement, Job description please find on WV Vietnam's career page:
https://careers.wvi.org/jobs/vietnam/administrationcorporate-services/wv...

WORK CONTEXT / BACKGROUND:

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 around US$ 18,600,000 (FY18) with funding from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 430 staff, of which more than 99% are Vietnamese nationals.

In FY19, World Vision Vietnam is implementing 38 Area Programmes (APs) which operate in 5 zones: North1 (Hoa Binh and Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa, Hung Yen, Hai Phong), Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s APs usually focus within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

WVV has a representative office in Hanoi, which is the work-base of about 60 staffs; the Administration unit also provides support to WVV staff across the country as required.

WVV receives funding from different 13 support offices and thousands of donors, sponsors worldwide. To maintain the relationship with these partners, WVV receives and facilitates hundreds of visitors annually to their funded project/programs activities to monitor and evaluate the impact of their support. Supporting such trips is part of this position’s main responsibilities.

PURPOSE OF POSITION:

To support World Vision Vietnam in maintaining efficient communication systems and office management, including providing general administrative support

ROLE DIMENSION / DESCRIPTION

1. Logistics

• Arrange transportation including vehicle and air ticket for staff travelling, ensuring safety and cost-effectiveness.
• Logistic support for visitors including transportation and hotel arrangement as required
• Logistic support and preparation for trainings/workshops/events in Hanoi office including booking hotel/meeting venues, tea break, lunch; and making payment to ensure proper charges to APs/projects/departments.
• Maintain the proper inventory of all office supply: stationery, kitchen stuffs and etc.
• Support expatriates in renting appropriate housing .
• Monitoring the work of cleaning company to ensure the cleanness and tidiness in Hanoi office.
• Other administrative tasks and assignments are carried out as and when necessary.

2. Payment and service supplier management

• Prepare and submit admin monthly payment relating to EMS, transportation, office renting, air tickets, hotel, and office supplies etc. to Finance Dept. on time and ensure proper cost charges to departments/APs
• Manage all suppliers related to admin field:
  
  • Monitor supplier performance
  • Manage the contract validity
  • Continuously source for suppliers providing the good service for admin field with reasonable cost.

3. Office management

• Manage, register and verify all Hanoi office’s assets including annual asset verification on REAM-WVI database system (for Office assets insurance purpose).
• Maintain all office equipment in well-functioning condition
• Purchase general office assets as per the Procurement guide
• Support APs in office renting.

4. Tracking and Reporting

• Track and report on the agreed deliverables to the HoD.
• Supervising administrative assistant, office drivers, and volunteers (if any). This also means that the Admin Officer is supposed to act as Receptionist when she/he is absent.

Knowledge, Skills, Abilities:

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

Education

• University graduate

Knowledge & Skills

• Good communication skills
• Having excellent command of English
• Good analytical skills.
• Good interpersonal skills.
• 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.
• Ability to oversee day-to-day operation.
• Strong organization skill with a problem- solving attitude
• Attention to detail

Experience

• More than 3 years relevant experience in office administration and have passion for administration work to help others and contribute to the success of the Department/ Organization.

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: 9th floor, the Mercury building, 444 Hoang Hoa Tham, Hanoi, Tel: 024. 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.