Receptionist

Management Sciences for Health is currently seeking 01 (one) highly qualified Receptionist for its SCMS Project.  MSH is a U.S. based NGO whose mission is saving lives and improving the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health.  In Vietnam, MSH is the implementing partner for the Supply Chain Management System (SCMS) project, which is providing quality medicines for people living with and affected by HIV and AIDS, under the U.S. President’s Plan for Emergency AIDS Relief (PEPFAR).  To learn more about the SCMS project, please visit www.scms.pfscm.org

I. OVERALL RESPONSIBILITIES
The Receptionist provides secretarial and administrative management support to the Country Director, Deputy Director, the Office Manager, and Hanoi team for the successful implementation of SCMS/SPS and related MSH activities in Vietnam.  The Receptionist will facilitate good communication between the SCMS/MSH office in Hanoi and its visitors, its partners, its client/counterparts, and its vendors in Vietnam, as well as with other SCMS and MSH offices.

II. SPECIFIC RESPONSIBILITIES
1. Provide support to the Office Manager and other Hanoi office staff in answering the telephone, receiving and greeting guests/visitors, and in sending, receiving, filing and recording information about postal, pouch, Fax and email correspondence.
2. Assist the Office Manager in maintaining an effective office filing system, ordering and replenishing office and stationery supplies and managing the document courier service between the Vietnam office and MSH/Arlington. 
3. Assist the Office Manager and other Administration team members in providing logistic support for booking travel and accommodations for staff and consultants, and in processing required travel authorizations.
4. Provide support to country staff and consultants in coordinating appointments, preparing/disseminating materials and in formatting technical documents, reports and presentations. Handle necessary procedures related to correspondence filing and management.
5. In coordination with other Administration team members, provide assistance in organizing and managing SCMS meetings and workshops when required, including conference/workshop venue reservation, determining catering needs, preparing conference/workshop materials, assistance with arranging for the travel, lodging, and registration of participants, consolidating conference/workshop evaluation result and maintaining any necessary records.
6. Assist the Office Manager in handling necessary procedures where referring to procurement for office supply and/or equipment or as required.
7. Assist the Office Manager in working with the handy man or guard service as needed.
8. Cooperate with the Office Cleaner to maintain the clean and tidy reception area.
9. Other duties as requested by office manager or country director to ensure smooth operation of the office and the project.

III. QUALIFICATIONS:
1. College/University degree in a relevant field such as office administration, English or related field.
2. At least one (1) year experience in a Receptionist /Administrative Assistant position with responsibilities as described above. 
3. Fluency in Vietnamese and proficiency in English language including reading, writing and speaking skills.
4. Computer skills including spreadsheet, word processing, and electronic mail; Microsoft Office Suite preferred. 
5. Detail-oriented with excellent interpersonal skills and ability to work in a team.
6. Good interpersonal and communication skills
7. Ability to work independently, prioritize tasks and to take initiative
8. Experience with managing the logistical aspects of workshops, training courses or meetings, including assistance with arranging for the travel, lodging, and registration of participants is an advantage.

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled person.

To apply for this position (deadline: 31 December 2010), please send cover letter and CV via email, fax or regular mail to:
MSH/SCMS Project – Receptionist Position (Hanoi office)
25 Bui Thi Xuan
Hanoi, Vietnam
Fax:  + 84 4 3 945-4563
Email [email protected]
Only short-listed candidates will be contacted for interviews.