Temporary Administrative Officer

Context:

Catholic Relief Services (CRS) is a US non-governmental organization that has been operating in Vietnam for 20 years. CRS projects assist local counterparts to build capacity in the areas of Inclusive Education, promoting ICT for distance learning as well as for improving job situation for Vietnamese with disabilities, HIV/AIDS care and support, Disaster Risk Reduction and emergency preparedness and response. We are now seeking a qualified Vietnamese candidate for the position of Temporary Administrative Officer to replace a staff who will be on maternity leave. The position will be for 05 months, expected to start from September 20, 2015.

Job Title:            Administrative Officer
Band:                3
Location:            Hanoi
Supervision:            Driver, cleaner, cook
Reports To:              Operation Manager

PRIMARY FUNCTION   

• Be responsible for daily Country Program administration activities including receptionist, communication, purchasing, payment, transportation, scheduling, importation and other CRS administrative works.

KEY WORKING RELATIONSHIPS

Internal:     Country Representative, Operation Manager , Admin &IT Officer, Procurement officer, CRS staff, CRS cleaner and driver.
External:     Vendors, Suppliers, Government Organizations, International and Local Organizations.

SPECIFIC RESPONSIBILITIES

General Office Services and Administration:

• Ensure the office is opened daily at 8:00 am. 
• Maintain and improve the administrative filing to ensure an updated, effective and assessable system.
• Maintain CRS subscriptions, printed materials and information document in the CRS/Vietnam.
• Arrange all photocopies as required in a timely manner.
• Prepare consultants’ contracts when required.
• Prepare request for payment for general office expenses, i.e. telephone, internet and others

Communications:

• Receive visitors; in charge of incoming phone calls/ taking messages. Create a welcoming environment for staff, colleagues and visitors to the CRS office.
• Assist visitors to Vietnam when requested by Country Representative and Operation Manager.
• Process incoming and outgoing correspondence (e.g. mail, fax, pouch, newspapers…) as requested with full information. Ensure they are all recorded and distributed appropriately.
• Keep track of long-distant communication; make sure the telephone log book is properly recorded. Check Call Billing System monthly upon receiving telephone bills from Post Office.

Purchasing:

• Maintain office supplies inventory as needed, purchase supplies twice monthly based on approved requests. Ensure office supplies are used appropriately.
• Ensure availability of daily drink water for CRS staff and visitors. Purchase office sundries monthly.
• Maintain vendors/suppliers list and update it regularly.
• Be responsible for receiving goods. Prepare goods receiving note (GRN) for all goods received. Verify that the goods and invoices received meet the quantity, price and specifications on the Purchase Order/Contract document; sign the good delivery note; Transfer goods received to the requesting personnel or enter the goods into storage if needed; submit the GRN and the supplier invoice, delivery note and others to the requesting personnel for payment request processing.

Travel:

Provide logistical support to staff including vehicle arrangement, CRS-hired car coordination, hotel reservation and purchasing of air and train tickets. Supervise the work of the driver of CRS rented car.

Visas: Obtain necessary visas, visa extensions, travel permits, and other required documentation for CRS expatriate staff and foreign visitors. Arrange pick up, accommodation, be primary contact person for visitors and other necessary procedures. Prepare logistic for new comers. (Stationeries, motorbike ticket, working place etc…)

CRS Meetings:
Provide logistic support to CRS meetings and workshops outside of the office.

Organize the office activities: Support in organizing Staff Retreat, farewells, Moon festival, Christmas and others as requested by Country Representative and HR/admin Manager

Petty Cash Cashier:  Responsible for Hanoi Office Petty Cash including making payments, recording and conducting daily reconciliation.  Be responsible for request for regular petty cash replenishments at the end of each month.

Office Maintenance:

• Communicate frequently with the office landlord to ensure that they serve CRS well.
• Supervise regular cleaning and maintenance of the Hanoi office. Supervise the work of cleaner and cook.

Translation:
Translate short documents or letters and work as interpreter upon request.

Others:
Other related tasks as requested by the Operation Manager and Country Representative

Qualifications and personal skills

1. University Degree or equivalent.
2. At least 3 year professional experience in relevant admin position.
3. Experience in INGO or international organisation is preferable.
4. Mature, ability to work independently, as well as in the team.
5. Working knowledge of administration system management.
6. Good spoken and written English.
7. Proficient in the use of computer software, including word processing and spreadsheet.

REQUIRED APPLICATION DOCUMENTS:

• Curriculum Vitae in English, with names and addresses of three references (preferably former supervisors)
• Application letter in English
• Copies of degrees, certificates

Please send completed applications to:
Ms. Tran Thi Thu Hang
Administrative Officer
CRS, Room 301-303, Building E3, Trung Tu Diplomatic Compound, #6 Dang Van Ngu, Dong Da, Ha Noi.
Or email: [email protected]

Deadline for applications: 10 September 2015

CRS is an equal-opportunity employer and does not discriminate on the basis of ethnicity, religion, sex, national origin, disability, or HIV/AIDs.