Administration Officer

Australian Red Cross office
Hanoi, Vietnam
Amount of travel: None
Type of contract: One year contract with German Red Cross
Remuneration: TBA
Languages required: Vietnamese, English
Starting date: February 2012
Duration of Initial Contract: One year with a 3 month probation period.  Renewable depending on program funding.
Working days: Mon-Fri (full time)

Purpose of role

This position is responsible for the administrative functions of Australian Red Cross in Vietnam. Specifically the Administration Officer will ensure the successful delivery of support services for Australian Red Cross staff in Vietnam, hence contributing to the overall implementation of the country’s work-plan.

Reports to
This position reports to the Australian Red Cross Program Advisor, based in Hanoi.

Description of duties
With guidance from the Australian Red Cross Program Advisor, this position will perform a wide variety of secretarial and administrative duties as required by daily operations.
Tasks shall include, but not be limited to, the following:

Key Result Area

Key Tasks
- Office support
- Support ARC staff travel, including transport and accommodation bookings, visa processing
- Support ARC visits, including meeting schedules, hotel bookings, transport arrangements, visas, health and other related briefings
- Arrange meetings and attend meetings with Movement partners / stakeholders and take minutes, as directed by the Program Advisor
- Maintain ARC appointment schedules and calendars, including team meetings
- Develop and maintain ARC administrative procedures, including an office and project filing system
- Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention
- Independently write and respond to letters and general correspondence of a routine nature
- Purchase and manage office equipment (stationary, IT and communications items)
- Manage an appropriate recording system of ARC office assets and equipment allocated to ARC staff
- Provide IT support to ARC staff on request
- Translate letters, reports and other documentation
- Interpret (Vietnamese/English) for Australian Red Cross Program Advisor and in meetings on request

Finance

- ARC Office Support Budget (ie outside of the project budgets):
- Manage cash and banking activities
- Prepare relevant finance reports and supporting documentation
- Process acquittals
- Ensure all cash/bank activities are handled accurately and timely, and all control and approval procedures are followed
- Liaise between ARC Finance Department at NO and ARC Program Advisor on any financial requirements

Project Budgets

- Support ARC Program Advisor and GRC Finance Team in developing budgets, forecasts and reports, as directed by the ARC Program Advisor

Other

- Support PACCOM application process; attend relevant meetings and briefings; keep abreast of processes and requirements
- Provide administrative and other relevant support to Australian Red Cross Program Advisor.
- Perform other related duties commensurate to the position, as may be assigned by Australian Red Cross.
The Administration Officer will also be required, within the limits of their professional responsibilities, to work and maintain network of relationships with Vietnam Red Cross and partner National Society staff, who are relevant to the Officer’s position.

Behaviour, Experience and Skills

Essential
1.Well developed communication skills
2.Ability to work independently and cooperatively in a team environment with minimal supervision.
3.Excellent oral and written English language skills
4.Advanced computer skills (word processing, spreadsheets)
5.Experience reporting to stakeholders at various levels
6.Ability to work to tight deadlines
7.Capacity to understand and work to ARC procedures

Desirable

1.Minimum 3 years similar working experience in administration support
2.Experience of writing narrative & financial reports
3.Experience of working with Red Cross and Red Crescent or another humanitarian organization.
4.Experience working for a humanitarian aid organisation
5.Understanding of application accounting standards and practices.

Application Procedure

Interested, qualified applicants should send their application letter addressing the selection criteria along with their current CV in English to:

Ms. Lam Phuong at [email protected], and Ms. Nguyen Huong at [email protected] by close of business on January 8th 2013.

Interviews for those short-listed will be held during the week of January 14th – 18th, 2013. While Australian Red Cross appreciates all responses, only candidates under consideration shall be contacted. Those applicants who are not contacted by February  should consider their applications unsuccessful.