Administrative Assistant in Operations Section

Applications are invited from suitably qualified Vietnamese Nationals to fill the following vacancy:

Post Title:     Administrative Assistant in Operations Section
Location:      Ha Noi

Summary of the Post:
    Under the general supervision of the Administrative Officer and the Chief of Operations, the incumbent performs administrative support functions, which may include supervision of clerical and administrative staff engaged in fields of work, such as personnel, finance, registry, supply and transportation, as indicated by the requirements and structure of the organization.

Major duties and responsibilities
1. Assists in reviewing local travel authorizations for whole office including consultants, ensuring entitlement for the travellers
2. Assists in making payment requests for both domestic and international air tickets for whole office.  Ensure accuracy of supporting documents for the said payments.
3. Assists in the calculation of travel claim settlement both local, international travel for all staff members and consultants whenever it changed in staff’s entitlement in daily subsistence allowance and terminal.
4. Arranges administrative transportation for all office activities.  Assigns driver to meet work requirements from programme sections; reviews and evaluates work of subordinates.
5. Assists in procurement of stationery as well as office sanitary items. Distribution and follow up of consumption and store records. Requisitions office supplies and equipment locally, and arranges for control of distribution and maintenance of appropriate inventory records.
6. In charge of monitoring and calculation of petrol and diesel consummation monthly and follow-up closely car’s maintenance of each car. Assists in the preparation of office budgets applicable for stationery, vehicle’s maintenance and petrol, diesel needed, and maintains necessary budgetary control records.
7. Performs administrative work, including interpretation and processing of entitlements, sending and receiving pouches and maintenance of various administrative records and files. Participates in discussions of new or revised procedures and practices; interprets and assesses the impact of changes; and makes recommendations for follow-up actions.
8. In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
9. Collects information and assists in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, housing rentals.
10. Performs other duties as required.

Qualifications:
- Good educational background.  Training in administrative field is desirable.
- Six years of progressively responsible clerical and administrative work.
- Good advocacy, negotiating, analytical and communication and training skills.
- Ability to meet deadlines at short notice. Ability to work under pressure.
- Excellent knowledge of English and Vietnamese.
- Good knowledge of computer skills, including internet navigation, and various office applications
- Demonstrated ability to work in a multicultural environment, and establish harmonious and effective working relationships, both within and outside the organization.

Please send detailed resume and cover letter (in English) and a copy of degrees marked confidential to:
Human Resources Officer
UNICEF Viet Nam
81A Tran Quoc Toan street, Ha Noi.

Note:
Closing date of receipt of applications:  COB 28 December 2010.

Please indicate the title of the post on the top left corner of the envelope. Only short listed candidates will be contacted. Selected candidates will be entitled to a competitive salary and medical benefits.

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