Temporary Office Assistant

Temporary Office Assistant, Mekong Program

Tracking Code: 7838

Job Description

Please submit a cover letter with your resume in one document describing your interest in this position and how you meet the requirements. To be considered, application materials must be submitted in English and applicants must confirm in their cover letter that they have legal authorization to work in Vietnam. PATH offers a highly dynamic work environment and provides competitive compensation and benefits based on experience. Salary and benefit package are paid in VND.

NOTE: You are required to be a citizen of Vietnam to apply for this position. We will not respond to your application if you do not meet this requirement.

PATH is currently recruiting for a Temporary Office Assistant who will be based in its Hanoi office.

PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms-vaccines, drugs, diagnostics, devices, and system and service innovations-that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health.

Duties and Responsibilities:

• Provide administrative assistance to staff, visitors and consultants. Provide administrative support to Mekong Program Director in absence of Office Manager.
• Answer telephones, make outside contacts, take messages, greet and direct visitors.
• Coordinate shipping and mailing packages, faxing, and copying.
• Monitor staff leave and timecard. Regularly update staff and visitor leave and travel schedule on Intranet.
• Backup for Project Assistant with travel arrangements including hotel, flight reservation and car rental. Keep track of vendors’ bills and coordinate payments to vendors.
• Assist with arrangements for workshops, meetings, office events and visitors.
• Assist with procurement of office supplies and equipment.
• Supervise office drivers and schedule the office car bookings.
• Provide the admin orientation and prepare stationeries, office key, parking card… for new staff.
• Organize, assemble, format, reproduce, bind, and distribute reports, proposals, correspondence, and other materials.
• Regularly check office email, phone message and forward to relevant staff. Monitor office correspondence out log book.
• When time permits, assist program staff with material translation.
• Print internal telephone bills and deliver to staff for charge codes. Track telephone bills for appropriate codes.
• Maintain office filing system, storage, stock of office supplies, stationery and inventories.
• Maintain contracts with internet service provider, computer Maintenance Company and office supplies vendors. Keep track of vendor bill and coordinate payments to vendors.
• Keep inventory of equipment, software and furniture, monitor office equipment and printer/photocopier cartridge log book.
• Perform user orientation for PC, wireless, network, information system and office equipment use.
• Liaise with local service providers on matters of network service, internet service and PC/printer servicing.
• Liaise with Hanoi Towers’ benchmark on motorbike parking for staff.
• Manage the office telephone system.
• Other tasks as assigned.

Required Experience

• Bachelor’s degree and at least 3 years relevant experience.
• Experience providing administrative support.
• Experience making travel arrangements.
• Some experience arranging work permit for expat a plus.
• Good interpersonal, diplomacy and customer-oriented skills, keen attention to detail.
• Ability to work effectively in a team.
• Good computer skills (Microsoft Office Suite).
• Good English writing and speaking skills; fluency in Vietnamese.
• Proven success in working in a team environment with minimal supervision.
• Proven effectiveness in prioritizing competing demands, and in adapting easily and quickly to changing priorities.
• Must have legal authorization to work in Vietnam.

PATH is dedicated to building an inclusive workforce where diversity is valued.

PATH is an equal opportunity employer. Every qualified applicant will be considered for employment. PATH does not discriminate based on race, color, religion, gender, gender identity or orientation, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Job Location: Hanoi, Vietnam

Position Type: Temporary

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