Support Services Assistant

Save the Children’s vision is a world in which every child attains the right to survival, protection, development and participation. Our mission is to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Save the Children started our work in Vietnam in 1990, and implements programs in the key thematic areas: Education, Health and Nutrition, Child Protection, Child Rights and Governance, Child Poverty, Disaster Risk Reduction (DRR) and Emergency Response. At present, Vietnam Country Office has programs in 22 out of 63 provinces in Vietnam.

Save the Children in Vietnam continues to develop innovative programming that reflects the overall strategic goal of measurably improving the survival, health, protection and development of Vietnam’s poorest children by strengthening the capacity of women and children, caring adults, communities and partner organizations.

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children.

Child Safeguarding positioning statement:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

We are looking for a Vietnamese national for:

  • Vacancy: Support Services Assistant
  • Based in: Ha Noi
  • Main Responsibilities:

This position will support Human Resources division and Supply Chain division in implementing administrative and personnel duties to ensure the organizational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Human Resources (HR) support:

  • Allocate applications for SCiV opened posts in HR inbox to separated folders
  • Provide support to HR division in coordinating with candidates and programs for the related-recruitment duties: interviews and tests schedule, organization and preparation of meeting room, materials and facilities, etc.
  • Coordinate with IT support and other related teams to prepare in advance workplaces and all necessaries facilities and equipment for new staff: workplace, computers, fixed phone, staff ID, email, account, etc.)
  • Send new comers welcome and leaving staff farewell emails to all staff
  • Send “Thanks” letters to unsuccessful candidates who were shortlisted and attended in the interview
  • Update staff list and office map (workplaces) of the organization
  • Report timely to Line Manager about all compulsory trainings compliance of new staff: IT training, Safety and Security training, Global induction training, Child Safeguarding Policy training, Fraud Policy training, Code of Conduct training, etc.
  • Create, maintain and update personnel filling (soft and hard copies) in coordinating with provincial offices to ensure the HR-related clear and sufficient filling in all offices, especially in Hanoi Country Office.
  • Provide the facilities and logistic services to HR division events: workshops, meetings, induction/ orientation trainings, etc.
  • Be in charge of administrative duties in HR division upon requests (documentations photocopying, scanning, translating, sending, receiving, etc.)

Administration support:

  • Update the supplier database, pre-qualified supplier list and suspended suppliers
  • Arrange procurement filing system and keep tracks of procurement files
  • Ensure the sufficient procurement filing according to checklist
  • Be in charge of photocopy, scan of contracts, documents
  • Implement procedures to extend contracts or discontinue existing agreements
  • Develop KPI monthly reports to submit the Supply Chain Manager for review
  • Facilitate procurement workshops, induction and training
  • Support to lead tender opening and meetings of Procurement Committees
  • Support sourcing procedures and communications with suppliers

Common support:

  • Manage and update staff personal vehicles for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
  • Manage and supervise offices cleaners’ duties tasks and declare/submit online their monthly timesheet (Proxy User)
  • Other HR and Supply Chain tasks assigned by Line Managers

Key Competencies:


  • At least 2 years of working experience in administration and HR sectors (with NGOs is preferable)
  • Good understanding of local regulations on labour and social insurance
  • Ability to exercise tact and diplomacy and to deal with a variety of highly confidential and sensitive issues with discretion;
  • Good interpersonal, communication and teamwork skills;
  • Good prioritization skills and ability to coordinate a variety of work activities;
  • Fluent English speaking and writing skills;
  • Proven commitment to children rights and equality of opportunity;
  • Good computer and IT skills.


  • Bachelor’s degree in public administration, human resources, business administration or relevant field;
  • NGOs networks and knowledge

Please send (in English):

  • Curriculum Vitae updated
  • Completed Application form (template attached)
  • Contact of three referees
  • Covering letter addressing the list of competencies


Save the Children International in Vietnam,
4th Floor, Machinco Building, No. 444 Hoang Hoa Tham street, Tay Ho District, Hanoi
or by Email: [email protected]

The SC’s application form and full job description are available at the website:

The closing date for application is 5 pm on Sunday, 13th May 2018.

Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned.

Save the Children is an equal opportunities employer. Our selection processes reflect our commitment to the protection of children from abuse, and our people are as diverse as the challenge we face. We welcome applications from all qualified candidates, regardless of age, disability, HIV/AIDS status, race, national origin, religion, or sexual orientation.

Job Details
Organisation Name: 
Save the Children
Application Deadline: 
Sun, 2018-05-13