Short term Service Contract (Office Assistant)

GENERAL INFORMATION:
Management Sciences for Health (MSH) office in is looking for a highly qualified person who can provide the service as an Office Assistant as replacement for the Administrative Assistant during her maternity leave (tentatively from May 15th to November 15th, 2012). This service will cover secretarial and administrative management support to Hanoi office for the successful implementation of SCMS/SPS and related MSH activities in Vietnam.  Details for service requirements are as follows:

1. Working hours: 7.5 hours / day, Monday to Friday
2. Work location: MSH Hanoi office, 25 Bui Thi Xuan
3. Service duration: 6 months, depending on:
A) continued satisfactory performance;
B) continuation of MSH work on the project;
C) continuation of funding
4. Monthly service fee: negotiable (basing on your quotation) but including Personal Income Tax. Please also quote your daily rate.

MSH will retain all personal income tax – PIT relating to the above service fee to pay PIT for the service provider following the Government current regulations with details as follows:
Retain 10% of the service fee if the service provider holds a PIT code
Retain 20% of the service fee if the service provider does not hold a PIT code.

Note: the service provider ONLY receives monthly service fee (basing upon the daily rate) in this service contract but no other benefits.

SPECIFIC RESPONSIBILITIES:
Translation and Interpretation
1. Provide translation tasks for technical documents, correspondences between Vietnamese and English and vice versa. Provide interpretation tasks for meetings, conferences, workshops and when required.

Administration
1. Perform as back up person in charge in managing logistic support for booking travel and accommodations for staff and consultants, and in processing required travel authorizations. Involve in checking supporting documentations for the logistic process before submitting to Accounting team for payment.
2. Maintain an effective office filing system, ordering and replenishing office and stationery supplies including maintaining the stock, management and distribution, as well as related procurement.  Perform mailing distribution as well as office correspondence (including local and international couriers).
3. Provide support to country staff and consultants in preparing/disseminating materials and in formatting/printing technical documents, reports and presentations. Handle necessary procedures related to correspondence filing and management.
4. 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.
5. Collect and consolidate the monthly ARV and MMT site visit schedule, ensure timely submission to relevant authorities for approval (to VAAC, CDC/LG, DoD).
6. Print monthly ARV reports as per notification from Quantification team and ensure dissemination to relevant partners.
7. Provide support to other Admin team members related to procurement processing (such as working on RFQ or gathering quotations) when required.
8. Cooperate with the Office Cleaner to maintain the clean and tidy reception area/office floors.
9. Other duties as requested by office manager or country director to ensure smooth running of the office and the project.

QUALIFICATIONS:
1. University degree in a relevant field such as office administration, English or related field.
2. At least two (2) years experience in an independent administrative position with responsibilities as described above.  Experience in oral translation and/or presentations preferred. Long-term working resident experience in Vietnam required.
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. Ability to work independently, prioritize tasks and to take initiative.
7. Experience with managing the logistical aspects of workshops, training courses or meetings, including assistance with arranging for the travel, lodging, and registration of participants.

If you are interested in providing the service please send your quotation, a cover letter and CV via email, fax or regular mail to (deadline: 15 April 2012):
MSH/SCMS Project – Short term service contract (Office Assistant)
25 Bui Thi Xuan
Hanoi, Vietnam
Fax:  + 84 4 3 945-4563
Or email [email protected]

Only short-listed candidates will be contacted for interviews before finalizing the contract award.