Administrator

WWO is a US-based not-for-profit organization working in Vietnam since 2005. The global mission of WWO is to transform the lives of orphaned children and help them to become healthy, independent, productive members of their communities and the world. They are currently seeking a qualified and motivated person, Vietnamese nationality, to work in our office Ho Chi Minh city in the following position:

Title: Administrator
Position type: Full time, starting from June  2012
Location: Ho Chi Minh city
Interfacing: The Administrator reports to the Country Director, and interacts with all staff members in the country program as described in the Job description. 
Job Summary:The position holder will manage the overall administrative operations of WWO in Vietnam and coordinate in the management of internal and external Human resources.

Main tasks & responsibilities:
1. Office Management:
1.1 Supervise the Administrative Officer (AO) in the overall keeping of WWO office
1.2 Manage the filing system in the WWO office with assistance from the AO
1.3 Supervise the IT technician in the maintenance of office equipment, internet, database, backup
1.4 Management of Office licence, Office rental contracts and Partnership contracts
1.5 Supervise the support services to internal staff and visitors in terms of visa proceedings and related travel arrangements
2. Human Resources Management
2.1 Update employment status of WWO staff
2.2 Manage personnel leave records
2.3 Supervise AO in updating of staff list
2.4 Coordinate in recruitment process and contract liquidation process
2.5 Ensure compliance of internal policy and national laws and regulations
2.6 Keep Country Director updated on changes to national laws and regulations
2.7 Suggest changes/amendments to Employees’ handbook according to evolving needs
2.8 Participate in Staff Development planning and organization

3. Communications Management
3.1 Manage staff weekly workplans
3.2 Coordinate with Communications Officer in planning and organizing Communications activities
3.3 Coordinate the organization of meetings, workshops, special events of WWO as a whole
3.4 Supervise AO in the preparation and sending of correspondence
3.5 Prepare correspondence in English when necessary

4. Consultants contract management
4.1 Consultancy contracts: Prepare and follow up consultants contracts together with program team and finance team.
4.2 Volunteers contracts: Prepare and follow up volunteers contracts together with program team and finance team
4.3 Update volunteer guidelines together with Country Director/Deputy Director

5. Logistics management
5.1 Supervise (without direct involvement) the procurement process
5.2 Supervise the office and project inventory process in coordination with project teams and Finance team

Selection Criteria and Qualifications
- University degree in Administration, Business management or Social sciences; 
- At least 5 years experience in the same/similar position;
- Excellent oral and written communication skills
- Detail oriented and works with a high degree of accuracy
- Highly organized and flexible
- Ability to multitask and meet changing deadlines
- Must be self-directed and able to complete tasks with limited supervision
- Maintains staff confidentiality
- Demonstrated ability to effectively interact with community organizations, government officials, corporate executives, general public and staff; 
- A spirit of achieving excellence and team building;
- Demonstration of honesty, transparency, accountability;
- Demonstration of ethical and critical way of thinking;
- Advanced English (EILTS 6.0 band score or equivalent) and Vietnamese skills, 
- Advanced skills in MS Excel, and proficiency in Word and Power point.

Applications should include:
A resume (not longer than 3 pages) summarizing qualifications and experience;
An application letter;
2 work referees with contact details.

Please indicate your expectation for remuneration/salary in your application

Interested candidates please submit your applications by May 15th 2012 by email to: [email protected]  with cc to: [email protected]
They are sorry that due to time constraint, only shortlisted candidates will be contacted.
Worldwide Orphans Foundation (WWO) is an equal opportunity employer.
For detailed information on WWO, visit  website: www.wwo.org