The Woolcock Institute is lung health research organisation, based at Sydney University, Australia (http://www.woolcock.org.au/ [1]). The Institute has operated in Vietnam since 2009, and is undertaking large and important operational and epidemiological research projects in collaboration with the National Tuberculosis Program in 9 Provinces, including Ha Noi and Ho Chi Minh City. Research in Vietnam currently focuses on tuberculosis but we anticipate that it will expand into other areas including programmatic management of chronic lung disease (asthma and COPD), air pollution research and preventive interventions that are relevant to lung health. The Woolcock also runs training in epidemiological and operational research methods for Vietnamese doctors and public health workers.
Role:
Administrative and Financial Assistant will provide excellent administrative & financial support to the Woolcock office and contribute to the smooth and efficient running of an office in Hanoi.
Main duties and Responsibilities:
Administrative support:
- Perform a wide variety of administrative, organizational and secretarial duties effectively.
- Ensure that all office equipments e.g. telephones, air conditioners, photocopier, fax, printer, etc. are maintained in good condition regularly.
- Ensure general office consumables (stationery, reception) are attained.
- Arrange Hanoi staff domestic travel details (accommodation, transportation…) in accordance with mission travel policy.
- Arrange expatriate travel (accommodation, transportation, visa…) in Vietnam as requested.
- Maintain good communication with visitors, guests, counterparts, project staff, and consultants.
- Be responsible for organising administrative and logistical aspects of project activities (meetings, workshops, events etc).
- Ensure the safe storage and proper use of Hanoi equipments.
- Procure equipments for the office.
- Monitor the flow of equipment; carry out, check-in & -out when requested.
- Update quarterly Hanoi Equipments.
Financial & accounting support:
- Manage Woolcock Office Petty Cash in Hanoi and prepare cash payment under the instruction of Country Director.
- Enter data of Hanoi Office cash payment & bank transfer into XERO.
- Support project officers to check receipts and financial reports from project partners.
- Archive all accounting related documents digitally and in hardcopy.
- Perform monthly cash count for Woolcock Office in Hanoi.
Interpretation:
- Provide translation from Vietnamese to English and vice versa.
- Provide written translation of documents from Vietnamese to English and from English to Vietnamese.
Required education, skills and qualities
a. Education:
- University degree in administration or finance or other relevant areas is preferred.
b. Professional Experience:
- At least 1 year experience in administrative/secretarial work.
- At least 1 year experience, preferably working experience with an official development assistance organization.
c. Skills:
- Good translation skills for English and Vietnamese
- Excellent communication skills
- Good interpersonal skills and ability to work effectively in a team
- Highly motivated, willing to learn, service-oriented and able to work under high pressure and within a limited time frame
- Professional use of personal computer utilizing word processing and spreadsheet software programs (e.g. MS Office, MS Word, MS Excel)
Application Procedure
Interested applicants should send an application letter together with a CV in English to the following address with the subject title “Admin & Financial Assistant Application”, no later than August 18, 2014. The detailed Job Description is available upon request. Only short-listed candidates will be contacted for interviews. The application will not be returned. Electronic application is acceptable.
Applications should include:
- A cover letter including a response to each of the selection criteria
- A detailed Curriculum Vitae
- The names and contact details of three referees
Send applications by mail or email to
Le Thi Nhung (Ms)
No.4, 97/51 Lane, Van Cao Street, Ba Dinh, Ha Noi, Viet Nam
Fax: (84-4) 3 762 1884
Email: [email protected] [2] & [email protected] [3]