Temporary Administrative Assistant

SPANISH Red Cross (SRC) is a Humanitarian Organization, member of the International Red Cross and Red Crescent Movement. Spanish Red Cross in Vietnam is a creative and dynamic organization. SRC works in partnership with Vietnamese Red Cross (VNRC) in the sectors of employment for people with disabilities and other venerable groups, disaster relief and preparedness.

Purpose

SPANISH Red Cross delegation in Vietnam is seeking a Temporary Administrative Assistant for 5 month starting from early July 2014. The qualified candidate will report to the Admin Finance Manager with all matters relating to administrative matters. This position will be based in Ha Noi.

Contract: 5 months contract (July – November 2014)

Areas of responsibilities

The Temporary Administrative Assistant is assigned on a full time basis. In this capacity his/her specific duties and responsibilities include:

Roles and Responsibilities:

1. Cashier duties: keep Office cash, daily cash custodian and monthly/adhoc cash count, advance for delegation expenditure.
2. Manage all administrative requirements for the delegation in coordination with the Admin Finance Manager.
3. Receptions works (answer telephone, welcome guest, control email inward and outgoing, faxes...)
4. Logistic works (arrange meeting, travel/hotel booking, ticket, taxi, car rental, visa, work permit and payment...),
5. Keep staff attendance/ maintain SRC working record and leave balances for all staff.
6. Carry out other duties such as translation works, take minutes of office meetings as requested by line manager.
7. Work with Social Insurance Dept, TAX dept, DOLISA, PACCOM.. for admin issues related to the delegation and staff such as: office license, visa, work permit for Country Representative, Expats and their families, social book, staff changes...
8. Focal person in working with suppliers for office procurement, repair and maintenance, arrange insurance/medical checkup for all staffs.
9. Supervise the office cleanliness and supplies.
10. Arrangement of business cards, letter heads, envelopes, mobile phones, landline phones and e-mail.
11. Maintain the fixed asset register and do physical inventory.
12. Working/Meeting with VNRC, IFRC, PNS regarding administration issues.
13. Ensure systematic administrative filing/documentation of office.
14. Conduct other tasks as requested by the AFM and Representative when required
(Input financial data into application system and Filing/ archiving financial documents; assist in preparing documents sending to Spanish Red Cross Hqs, Spain.)

Key requirements

Educational background: University Degree in a relevant sector.

Working Experience: Minimum 3-5 years of work experience as administration post preferably in the INGO (or foreign company, supported by external donors).

Languages: Excellent command of written and spoken Vietnamese and English, knowledge of Spanish is an asset.

Other skills and qualities:

• Competence in MS Windows programs (Word and Excel)
• Skilful in Customer Relations, Interpersonal & Communications
• Good prioritization skill and ability to coordinate a variety of work activities
• Excellent problem solving skill
• Good computer and IT skills.

The Spanish Red Cross is an equal employer, we are interested in receiving applications of both men and women as well people living with disabilities and HIV/Aids Interested candidates are invited to send application package including CV (indicating name and contact detail of 3 references) and a covering letter in English to:

Spanish Red Cross
7th Floor, 59 Quang Trung, Hai Ba Trung dist, Ha Noi
Or by Email: [email protected]

Deadline for application is 10 Jun, 2014.

Only short listed candidates will be contacted.