Office Manager / Assistant to the Director

Rosa Luxemburg Stiftung Vietnam is looking for an Office Manager / Assistant to the Director
Part-time (20hrs/week in the afternoons), 1 year sick leave cover

About Rosa Luxemburg Foundation:

The Rosa Luxemburg Stiftung (RLS; www.rosalux.de) originated from the registered association "Social Analysis and Political Education" founded in Berlin (Germany) in 1990. In 1996, it was recognised by the Party of Democratic Socialism (PDS) as its close political education institution. The Party of Democratic Socialism transformed itself into “PDS/Linkspartei”, later renamed itself into “Linkspartei” (Left Party) which is one of two parties in Germany that formed the new party “DIE LINKE” (“The Left”) in 2007. RLS has become a provider of civic education and a centre for progressive social research in both Germany and throughout the world. As one of six party-affiliated political foundations in Germany it supports partners in developing countries striving for social justice, strengthened public participation and economic development. In February 2009, the People's Aid Coordinating Committee (PACCOM) granted the licence for the representative office for Vietnam in Hanoi.

In Vietnam, RLS (www.rosalux.vn) embraces the mission of assisting Vietnam’s transition to a market economy with socialist orientation embedded. Currently, it is cooperating with approximately 20 partners (e.g. Hanoi University of Social Sciences and Humanities; Vietnam Union of Friendship Organizations; School of Law under Vietnam National University Hanoi) by funding around 20 projects (including one in Cambodia) on three themes of Sustainable development including Climate change, Social justice, and Dialogue on development models.

Position Concept:

The Office Manager/Assistant to the Director is responsible for organizing and managing the general affairs of the RLS office in Vietnam and for planning, organizing and managing the logistics of RLS’ office own and partner activities as well as related PR. S/he assists the Director in all respects related to the smooth running of the office.

in Vietnam including legal requirements, contract design and management. The position is also responsible for the technical operations of the office including procurement, coordination of the office car usage and IT support.

Responsibilities:
- Managing procurement in accordance with RLS regulations;
- Organizing office maintenance and repair work;
- Supervising the work of the office driver and assistant, cleaning staff and maintenance workers;
- Assisting the Director in all legal questions related to the smooth operation of the office;
- Assisting the Director in his/her personal affairs, such as visa, residential permits and so on;
- Preparing and organizing logistics for meetings, workshops, seminars organized by RLS and partners;
- Contracting together with the finance manager of hotels, meeting facilities, interpreters, and other resources related to the operations of the office and activities, includes monitoring of fulfilment of con-
tracts;
- Supervising the technical maintenance of RLS IT system;
- Organizing together with the project management unit the PR and reporting of activities;
- Effectively communicating relevant information to the director, the team of RLS Vietnam and to the headquarters of RLS in Berlin;
- Creating friendly and trustful partnerships with RLS’ cooperation partners and other partners, seeking for advise of the director if problems arise;
- Supporting RLS staff in arranging business trips;
- Managing the office library, stationary, storage and other daily operations of the office;
- Organizing meetings and appointments.

Professional and personal qualifications:
- Diploma in public or business administration, law, project or finance management or other relevant fields;
- At least one year professional experience in office, finance or knowledge management or administration;
- Professionalism in communication, administration as well as logistical arrangements;
- Fluent in Vietnamese and English, German is an asset;
- Familiar with MS Office and other computer programs assisting websites, office management and accounting;
- Understands how to communicate difficult/sensitive information tactfully;
- Willing to learn, team-oriented and highly communicative;
- Convenient to work in an international and diverse environment;
- Well-developed presentation skills;
- Ready to work weekends and evenings, if required;
- Ready to travel in Vietnam and abroad.

Assignment:

The office manager / assistant to the director:
Reports to: Director of RLS Vietnam
Is substitute for: Office Assistant of RLS Vietnam
Will be substituted by: Senior Accounting Assistant, Project Manager of RLS Vietnam
The position will be offered to the selected candidate beginning from 15 April, 2013. The contract will be limited for one year, including a two months probation time. Working hours are scheduled from Mondays to Fridays from 1pm to 5pm. During the first two months a flexible working schedule is expected due to hand-over requirements.

Application (nationals only):

RLS would like to invite interested candidates to submit their application in English language including:
- CV, including name and contact details of two reference persons;
- A one to two pages long motivation letter;
- Other relevant supporting documents such as copies of certificates, work samples etc.

Please be informed that only applications meeting all above mentioned requirements will be considered.

Please submit your application to Mrs Dao Thi Huong (Senior Office Accountant) via the e-mail address [email protected] until 31 March, 2013 latest.

Interviews of short listed candidates are tentatively scheduled for 05 and 06 April, 2013.

Further information can be obtained by email. Inquiries are only accepted before the application deadline. Please refrain from phone inquiries. Only short-listed candidates will be contacted.