Administration Officer

TITLE:  Administration Officer
REPORTS TO: Program Coordinator
DIRECT REPORTS: None
MATRIXED REPORTS: None
BASED IN: Hanoi, Vietnam
CLASSIFICATION: Full Time Employee

ORGANIZATIONAL OVERVIEW
Healthright International, formerly Doctors of the World-USA, is an international health and human rights organization working where health is diminished or endangered by violations of human rights and civil liberties.  Reaching out to the most vulnerable and marginalized populations, HealthRight works with local partners to build sustainable access to health care for excluded populations. 

OUTLINE OF ROLE
The Administration Officer will assist the Program Coordinator and Country Director to expand Healthright ’s presence in Vietnam as well as implement their existing project. This focuses on building Vietnamese systems, capacity, and commitment to care for children living with and affected by HIV/AIDS in the family and community environment, and to support families coping with the impacts of HIV/AIDS to prevent abandonment or institutionalization of OVC. 

RESPONSIBILITIES and DUTIES

Main tasks:
Oversee the administrative and human resource tasks aspects of the office
Oversee the work of the financial assistant and the junior project and administration officer.

A. Human Resources:
- Set up and maintain confidential employee files and contracts.
- Verify timesheets and hours worked.
- Revise and maintain the leave and compensation time management system.
- Support the logistics of staff recruitment, including posting vacancy announcements, tracking applicants, and arranging interviews.
- Set up a ‘performance evaluation review’ system in the office for the Program Coordinator and Country Director to administer.
- Establish and maintain office procedures around staff benefits.

B. Finance:
- Assist the Finance Assistant in preparing monthly cash expense reports and arranging payments to vendors and other parties.
- Assist the Finance Assistant in calculating employee salaries, deductions and contributions
- Support budget planning and monitoring in the office.

C. Logistics:
- Procure equipment supplies and other materials as required
- Store and monitor project supplies and equipment, predicting office needs
- Provide logistics and administrative support for trainings, meetings and other required activities for HealthRight projects.
- Support and follow-up official procedures relating to visas, permits, etc.
- Arrange transportation and accommodation for Healthright Vietnam and HQ staff as needed.

D. Secretarial:
- Maintain a well-organized filing system (both for soft and hard copies)
- Maintain office equipment, liasing with IT support when necessary
- Liaise with SCMS Office Manager to book shared conference rooms, work with guards

E. Program:
- Support the Program Coordinator in preparation of project reports
- Compile and maintain all project-related materials including curricula, MOUs and contracts, project data, reports and other documents
- Support partners in the organization of project activities including trainings, workshops and site visits.

NOTE: The above listed duties constitute an outline of the core tasks and responsibilities associated with this position.  These may be adjusted, modified, expanded or otherwise revised at any time as deemed necessary by the organization.  The employee may also receive a document stating program priorities and expected achievements for specific projects during the initial six months of employment and thereafter. 

REQUIREMENTS
- Vietnamese citizens
- Bachelors degree or equivalent
- At least 3 years of Administrative experience, and 2 years experience in an international environment, accounting experience is a plus
- Good organizational skills and attention to detail
- Fluency in spoken and written English skills
- Proficiency in Microsoft Suite including Word, Excel, and PowerPoint
- Good interpersonal and communication skills
- Self-motivated, active and willing to work in a team
- Commitment to the mandate of HealthRight
Candidates need to submit their resume and:
                       - Application letter
                       - Copies of all certificates
                       - 3 names for reference 
to:  Ms Pham Thi Hong_ Programme Coordinator, HealthRight Vietnam Field Office, 25 Bui Thi Xuan, Hai Ba Trung district, Hanoi or email to: [email protected]
Deadline for application:       5th August 2009

Only short-listed candidates will be contacted for interview. Please no telephone contact after submitting the application.