Administrative Officer

The Woolcock Institute (WIMR) is lung health research organization, based at Sydney University, Australia (http://www.woolcock.org.au/). The Institute has operated in Vietnam since 2009, we undertake large and important operational and epidemiological and clinical research projects in collaboration with the National Tuberculosis Program in 10 Provinces, including Hanoi and Ho Chi Minh City. The Woolcock also runs training in epidemiological and operational research methods for Vietnamese doctors and public health workers.

Currently the Woolcock directly employs 50 full-time staff in Hanoi, Ho Chi Minh City and Ca Mau. Starting from 2015, we substantially expanded our organization as we initiated the implementation of a major new clinical trial (VQUIN).

Role:

The Administrative Officer is responsible for the Ho Chi Minh City Office administrative support tasks. The Administrative Officer assists the Trial Manager (TM) to ensure that the office is managed effectively and according to WIMR procedures and regulations.

Main duties and Responsibilities:

  • Coordination
    • Coordinate with all WIMR staff, including office staff and project staff, in administrative and logistic support tasks.
    • Support national and international staff members and visitors.
  • Administration
    • Welcome guests and answer the phone and provide guidance for external and internal communication;
    • Assist the TM in filing and archiving system of hard copies and electronic copies;
    • Develop and monitor a correspondence system with reference structure;
    • Monitor a backup system with support from the external IT technician;
    • Prepare documents to be sent from the HCMC office;
    • Translate documents (English-Vietnamese and vice versa) when needs arise;
    • Interpret (English-Vietnamese and vice versa) in internal and external meetings when needs arise;
    • Supervise the IT management in HCMC office (internet, back up, anti-virus, equipment maintenance…);
    • Assist the TM in follow-up checklists of office license, visa, passports, work permit;
    • Support the TM in organization of special events e.g. seminars, workshops, retreat...
    • Organize and supervise the maintenance of working stations and office space (meeting hall, public area, storeroom…);
    • Take meeting minutes
  • Logistics:
    • Assist in procurement process in HCMC office and project sites; e.g booking tickets, hotels, purchasing, office monthly bills, collecting lab test results when needs arise;
    • Supervise and monitor fix asset registry and inventory of office and project equipment;
    • Supervise and monitor all contracts (travel insurances, office and house insurance, office and house lease contracts);
    • Supervise the maintenance of furniture, equipment, vehicles;
    • To keep up-to-date with latest development and best practice in the field, including current legislation;
    • Organize and supervise customs clearance and shipments when needs arise.

Required education, skills and qualities

a. Education:

  • College or University degree in administration or related field;
  • Formally trained as Administrator or Administrative Coordinator.

b. Professional Experience:

  • Preferably at least two year of experience in field work for research projects;
  • Work experience with research projects and/or INGOs would be an advantage;

c. Skills:

  • Computer literacy and effective abilities in Word, Excel, PowerPoint;
  • Ability to work with a minimum of supervision, exercise judgment, meet deadlines and work under pressure;
  • Good communication skills (both written and spoken) in Vietnamese and English.

Application Procedure

Interested applicants should send an application letter together with a CV in English to the following address with the subject title “VQUIN Admin Application”, no later than 06 January 2016. The detailed Job Description is available upon request. Only short-listed candidates will be contacted for interviews. The application will not be returned. Electronic application is acceptable.

Applications should include:

  • A cover letter including a response to each of the selection criteria
  • A detailed Curriculum Vitae
  • The names and contact details of three referees

Send applications by email to

Dr Nguyen Thi Cam Binh
Apt.12.05, Block B2, Sacom Giai Viet Building, 340 Ta Quang Buu, Ward 5, District 8, HCMC
Tel: (84-4) 3762 1938. Ext: 26
Email: [email protected], and cc: [email protected]

Job Details
Organisation Name: 
The Woolcock Institute
Location: 
Ho Chi Minh
Application Deadline: 
Fri, 2017-01-06