Operations Officer


Duty Station: Ho Chi Minh City, Vietnam
Status: Full time, permanent
Starting date: As soon as possible

About AIP Foundation

The Asia Injury Prevention Foundation (AIP Foundation) is a U.S. registered 501 (c)(3) non-profit organization addressing the pervasive and devastating rate of road traffic crash injuries and fatalities in developing countries through a holistic set of programs, with a particular focus on helmet use. Our pillared strategy includes helmet provision (manufacturing, selling, and supplying helmets); public awareness campaigns; school-based and targeted population campaigns; technical assistance, particularly focused on legislative advocacy and helmet standards; and research, monitoring, and evaluation. Currently, AIP Foundation has a 50-person staff with offices in Hanoi and Ho Chi Minh City, Vietnam; Phnom Penh, Cambodia; Bangkok, Thailand; and Chengdu, China. In addition, we also guide initiatives in Uganda and Tanzania, among others. AIP Foundation funders and partners include a wide variety of public and private donors, including the U.S. Centers for Disease Control and Prevention, FIA Foundation, Atlantic Philanthropies, Safe Kids Worldwide, UPS, FedEx, Intel, Johnson & Johnson, and local government agencies. For additional information, please visit http://aip-foundation.org/

I. Responsibilities:

1. Service & Facilities

  • Responsible for coordinating office supplies: all office equipment, stationary, furniture at efficient cost and high quality.
  • Purchases of all items for work of administrative nature relating to office such as annual/regular maintenance contracts of machines, business cards, letter head, envelopes, gifts, tickets etc.
  • Managing all office facilities maintenance including; furniture and fixtures, office security, office equipment & machinery general office safety, follows up renewal of office(s) and house (s) rental contracts
  • Be responsible for office licenses, organization reports with government agencies (HUFO)
  • Be responsible for making visas, resident cards, work permits for staff or guests (if any)
  • Provide logistics support to Finance, Admin and HR manager and program team in planning and arranging company trip, and social/outdoor activities for all staff
  • Supervise office security for utmost safety & maintenance of the office & staff
  • Data Backup for HCMC office

2. Expenses control

  • Consolidation of all staff travel expenses for monthly reports with General Accountants.
  • Controls administrative expenses and prepares monthly and yearly report.
  • Office assets inventory (co-operates with General Accountants)

3. HR

  • Carries out job advertisement, pre-selection of the applications and short-list candidates in accordance of recruiting procedures.
  • Carries out administrative briefing for new staff.
  • Carries out end-of-employment procedures (discharge, balance of accounts, handover).
  • Organizes social, commercial insurances as per policy and annual health checks for staff
  • Be in charge of Insurance including Social insurance, Health insurance and Unemployment as well as supports the Finance, Admin and HR Manager in recruitment.
  • Be in charge all kinds of company insurance policies, records expired date, deals with broker/insurers for any matter related.
  • Assists all activities related to HR or any requests from Finance and HR Manger.
  • Absence Records & Reports/ Records leaves, attendances, updates monthly timesheet and holiday follow-up sheet

II. Skills required:

  • University degree
  • Excellent written and verbal English
  • Two year experience in a similar role
  • Ability to prioritize whilst managing expectations
  • Flexible attitude
  • Excellent communication skills
  • Ability to manage multiple projects
  • Commitment to AIP Foundation’s mission, vision and core values
  • A dynamic and professional individual with initiative
  • Honest and trustworthy

III. Contact and Deadline

The position will be hired locally. Applications are due 24 January, 2020. However, please note that due to the urgency to fill the position, applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

Please submit a one-page cover letter, maximum two-page CV/resume, and three references with current email addresses and telephone numbers in one PDF or Word file to our email: [email protected]

All applications will be carefully vetted, including working history and background checks.

Please do not contact by phone.

Job Details
Organisation Name: 
AIP Foundation
Ho Chi Minh
Application Deadline: 
Fri, 2020-01-24