The Opportunity - Senior Admin Officer [1]
Senior Admin Officer will be responsible to overall logisitics and administration in SC’s Offices and supervise administrative team members. This position will coordinate all regular country program administration activities, including general administration, logistics and other administration duties to ensure that daily office operations are well performed and office operations are streamlined to maximize quality, efficiency and cost effectiveness.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
Key Responsibilities
1. Be responsible for managing daily office operation
- Be responsible to maintain smooth and compliant administration operation in Country Ofice and support the field offices in Da Nang, Hai Phong and Ho Chi Minh cities if necessary
- Supervise daily implementation of all logistic arrangement in Country Office such as logistics support lunches and refreshments for meetings and workshops inside the office, handling office supplies, EMS service, stationery, equipment, furniture, transportation and accommodation for expatriates and other related activities.
- Ensure the day-to-day implementation of Office Protocol as part of protection measure for COVID-10 disease in the office according to SCI policies.
- Ensure daily cleaning, office hygiene as well as safety and security measures in the office.
- Work closely with the procurement team for logistic arrangement of meetings and workshops and other admin-related services
- Ensure the most updated admin tracker for visa application, workshop permit, office rental, house leasing of both CO Office and Field Offices
- Maintain contracts for office services including Office Rental, Telephone, Internet, Office supply, Office Insurance, Photocopier service and follow up with periodical payments.
- Supervises and assists in obtaining all authorization and documentation required for duty-free importation of office equipment, vehicles, office supplies, personal effects, project suppliers, etc. Supervises the transport arrangements for SC consignments from Hanoi to other locations.
- Provides technical support to area offices and relevant teams in implementation of safe and security plans in the aspects where admin and logistics are responsible i.e. vehicles, visitors, offices, facilities, communications network… etc.
- Prepare monthly budget forecast related with admin and develop yearly budget for admin activities.
- Arrange and maintain the filing system in the Country Office.
2. Ensure the legality and compliance to the Government regulations
- Handle all administrative legal documentation and procedures relating to operation of Country Office and Field Offices in Hochiminh City, Da Nang and Hai Phong cities, including but not limited to: office permits, international and national workshop permits, visa, passport, work permit, temporary residence card, project approval… etc.
- Support and attend the courtesy visits by Governmental and provincial authorities, donors, other INGOs to the SC office and/or outside the SC Office if it would be required.
- Be responsible for renewing office licences, work and resident permits…etc in due time
- Coordinate and submit reports to PACCOM, MOFA, DOFA, provincial People’s Committees and other ad-hoc reports if any.
3. Be responsible for office arrangement and office relocation
- Be responsible for office space arrangement, including meeting room arrangement, staff working area, seating arrangement, kitchen, lactation room and office storage arrangement.
- Implement the office maintenance for the glass doors, walls, ventilation, and maintenance of all equipment in the office such as air conditioners, printers, photocopier, tables and chairs.
- Arrange the office ornaments and decoration such as ornamemtal trees, paintings, reading corners…etc. Organize the office decoration in special events, celebration or campaigne.
- Work closely with the Admin and Supply Chain Manager to schedule for office relocation and be responsible to organize the office movement.
4. Be responsible for asset management
- Ensure the compliance for asset management in accordance with SCI policies and procedures
- Perform bi-annual asset inventory, update the asset list, maintain the asset labels and asset code.
- Process asset disposal in working closely with the Award Team and Finance Team.
- Prepare asset reports to Asai Regional Office upon request
- Liase with the Asia Regional Office for office insurance and asset insurance. Coordinate with Field Offices to consolidate the insurance list. Implement procedures for insurance claims for theft, loss or fire happened to SCI office and SCI assets.
5. Staff management and capacity building:
- Be responsible for development and management of the admin team in CO Office (Hanoi) and Field Offices (HCM/ Da Nang)
- Implement coaching, mentoring and creating developmental opportunities for admin staff in CO Office and Field Offices.
- Implement quarterly staff performance review and staff development plan.
- Resolve all issues that arise pertaining to administration management.
- Recognition and rewards for outstanding performance
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans
6. Working contacts
- Internal – in country: All staff in CO Office and Da Nang/Hai Phong/Hochiminh Field offices
- External: Visitors, Government Agencies, INGOs, donors
QUALIFICATIONS
- Bachelor’s degree in related field
EXPERIENCE AND SKILLS
Essential
- 5 years in work experience in administration field, 2 working years with NGO is preferable
- Good English written and verbal skills
- Computer literacy, proficient in MS Office
- Familiarity with financial and facilities management principles
- A team player with leadership skills
- Good problem solving , analytical mind, compliance, negotiating and presentation skills
- Ability to establish priorities and plan, organize, and coordinate a variety of work activities.
- Ability to maintain accurate records and documents and to prepare written reports, conclusions, and recommendations.
The Organisation
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
- No child dies from preventable causes before their 5th birthday
- All children learn from a quality basic education and that,
- Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information
Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:
Job Description - Hanoi - Senior Administration Officer - National only (210006D6) (taleo.net) [2]
If you have any issues with applying via our system, please send email explaining your troubles to [email protected] [3]
Closing Date for Application: 28th September, 2021
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
We believe that gender equality is a basic right for all people
All employees are expected to carry out their duties in accordance with our global anti-harassment policy.