Job Description
Position: Administrative Officer – temporary for 4-6 months
Location: Ho Chi Minh City
Position overview:
The Administrative Officer is a member of the Country Team. S/he is responsible for administrative operation of the country office and other branch offices including day to day logistic arrangement, office management, and all procurement management both program and non-program items. This position will report to the Program Operation Director. The position is based in Ho Chi Minh City.
Primary Duties & Responsibilities:
A. Day to day Management of Office Administration
- Manage Room to Read’s legal compliances, navigating procedures for expansion and complying with all governmental standards, requirements, and regulations.
- Oversee all administrative and operational matters in compliance with Regional and Global Office policies
- Provide support to setting up RtR branch offices in field offices and manage administrative procedures in these offices.
- Coordinate with Field Managers and Program Officers to ensure that RtR field offices administration works on well.
- Maintain third party contracts, agreements, policies, etc.
- Ensure full functionality of Room to Read office functions at all times (e.g. electricity, utilities, internet, plumbing, pest control, insurance, office set-up).
- Ensure appropriate level of compliance by all staff for adopting and following administrative policies and procedures. In order to do so, educate and provide ample information and time to time update and follow up with each staff members and to make them to fully understand the operational policies and processes. And also guide them through these policies and procedures as and when required. Also carry out all the necessary responsibilities and requirement as spelled out in these policies.
- Supervise and support Admin Associate to effectively operate hospitality/reception service, transportation for RtR staff and visitors, and logistics support for training/workshop and oversea traveling…etc
- Ensure the asset/property of Room to Read be controlled and under insurance coverage.
- Communicate with RO and GO office directly or through line manager related to the administrative and operation policies and requirement and report them as and when needed.
- Participate in any other activities which may be required to be undertaken to fulfill the objectives of the organization.
- Stamp document, contract … of VNCO. Keep, maintain and use the stamp according to Vietnam regulation law.
B. Procurement Management
- Supervise the process of procurement of goods and services for all programs and non?program to be completed in time, as per approved budget and annual procurement plan, with fair, transparent and cost effective manner.
- Comply and follow RtR procurement policy and procurement guidelines/manual and procurement norms for all type of procurement (goods and services)
- Take part as a procurement committee member to give the secretarial support for all procurement above $5,000 such as books, printings, office supplies, educational materials, and furniture procurements etc.
- Update the Program Operation Director, Program Team, Regional office and the program team on the status of the procurement process when be asked.
- Ensure that procurement files are archived in an appropriate fashion and order including – requisition, quotes/bids, comparison, evaluation, approval, contract/purchase order, delivery note etc. for all purchases and should be available for inspection and/or for audit at any time.
Qualifications:
Required:
- Bachelor’s degree with minimum of five years’ experience in an administrative position especially in procurement management
- Experience in successful completion of a wide range of procurement activities especially large procurements that involve public bidding,
- Strong verbal and written communication skills in English and local language.
Preferred:
- Experience in procurement activities in International Development organizations with public bidding experience
- Strong planning, supervisory, and management skills
- Work independently and as part of a team.
- Strong Negotiation skills.
- Have strong sense of market situation and trend
Working location:
She/He will be working mainly in Ho Chi Minh city and travel for work to other provinces or cities upon the request of the organization and job required.
Expected starting: January 2017
Application Procedure:
Please send your Curriculum Vitae (in English) to HR department at [email protected] [1]
Application due: until the position is filled.
Due to the high volume of applicant response, not all applicants may receive a response from Room to Read. Only short-listed candidates will be contacted.
Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.