Administrative Assistant

Job Description

Administrative Assistant Mennonite Central Committee Vietnam

Mennonite Central Committee (MCC) is a U.S. and Canadian humanitarian NGO working globally, in 50+ countries around the world, including Vietnam. The main areas of MCC work are Health, Community Development, Education and Peace Building.

MCC has a small representative office in Ha Noi supporting education, sustainable agriculture, therapy and domestic violence prevention projects in Phu Tho, Hoa Binh and Quang Ngai provinces. We are seeking a bi-lingual (Vietnamese/English speaking) administrative assistant to support the MCC project and program staff.

Form and duration of contract:
A full time (37.5 hrs a week) 3-year contract position with regular office hours

Main responsibilities:

• Answer and direct phone calls, receive and distribute the mail, respond to general e-mails and greet visitors to the office
• Schedule meetings and staff appointments – maintain office calendar and contact lists and take accurate minutes of the meetings
• Assist in preparation, translation and distribution of bi-lingual correspondence, reports and forms
• Assist the expat team members and visitors in situations requiring Vietnamese culture and language proficiency and in-depth local knowledge
• Prepare government regulated documentation and facilitate procurement of visas, work and residence permits, permissions for project/partner visits, etc. in a timely manner
• Develop and maintain a filing system
• Collect and check expense reports for approval before submission
• Prepare and monitor invoices and pay bills
• Maintain office supplies inventory
• Carry out administrative duties such as data entry, scanning, filing, binding, etc.
• Book conference calls, rooms, taxis, couriers, hotels etc. 
• Maintain up-to-date employee holiday records
• Handle sensitive information in a confidential manner
• Other duties as assigned

Requirements:

• English language proficiency required
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office and Outlook
• Professional demeanour
• Proven administrative assistant experience (at least 5+ years of experience) preferred
• Experience in a local or a foreign NGOs working in community development preferred
• College degree preferred

Competitive salary with benefits commensurable to the experience and performance of the candidate

Please send your Letter of Interest and Resume to: [email protected]

Deadline for submission of applications: 06/01/2019