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Communications and Admin Officer

3 months ago

Ho Chi Minh City, Ho Chi Minh, Vietnam RMIT VN Full time

Overview:

  • RMIT University Commitment


RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work.

All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students.

Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold to the code of conduct.

RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working.


  • Why RMIT University Vietnam?
Reputation and rankings - RMIT University

Rewards and Benefits:

  • Competitive salary package and allowances
  • 20 paid annual leave, carer leave and public holidays (Christmas and Tet Holidays)
  • Private health insurance and wellness programs
  • Professional development and career advancement
  • Relocation and visa support
  • Access to stateoftheart facilities and resources
  • A vibrant and diverse campus life and more
RMIT Vietnam has been honoured with the respectable HR Asia Award as Top Employer to Work For in Asia.

To find out more about RMIT Vietnam and our current vacancies, please visit our website:

  • Position Summary
  • The Communications and Administration Officer is responsible for providing administrative assistance to the Associate Director of Communications and members of the University Communications team. The role is responsible for general administration support across the unit, including equipment and stationery purchases, service contract coordination, budget oversight, team bookings and travel.
  • Reporting Line

Reports to:
Associate Director, Communications

  • Key Accountabilities
  • Provide daytoday support to the Associate Director, Communications Vietnam.
  • Provide high quality administrative support UniComms team: facilitation of eProcurement and Workday processes, contract preparation, management of file systems, management of administrative resources, meetings arrangement.
  • Coordinate annual budget and forecast.
  • Manage bookings for facilities, schedule bookings for events, workshops and organise equipment and materials as needed.
  • Travel arrangements: organize all work travel arrangements for staff within the school, including airfares, accommodation, and transportation.
  • Process purchase requests and payment of invoices belonging to Communications. Manage and process requests to IT and Property Services. Track costs of the department and report on actual versus budgeted expenditure.
  • Maintain supply of material resources, stationery, office supplies and equipment.
  • Maintain files and records related to the Communications.
  • Manage all UniComms assets including but not limited to computers, printers, multifunctional device (MFD), laptops, tablets, AV equipment. The management includes annual asset reports, transfer, disposal, purchase of replacement and new additional items, and maintenance services.
  • Ensure new employees to the department are provided with all necessary support to assimilate to the team environment.
  • Consult on filming & photography permission as well as consent within the campuses
  • Establish and manage effective relationships with all relevant stakeholders internally and externally including students, staff and external clients of the University. Use confidential, effective, and professional communication in all dealings with internal and external contacts.
  • Assist the Communications management team with other projects and executive secretarial and administrative duties as required.
  • Undertake any other duties that may be required by Associate Director, Communications Vietnam
  • Key Selection Criteria
  • Bachelor's degree in business administration or relevant disciplines.
  • At least two years of relevant experience working in a similar position with background in administration and communications.
  • Strong experience in managing budgets and forecasts.
  • Welldeveloped interpersonal skills including coordination, liaison, and communication, both written and spoken, in English and Vietnamese, across a broad range of audiences and media.
  • Welldeveloped planning, organisational, analytical and problems solving skills, working independently, or as part of a team.
  • Attention to detail, accuracy, and security when managing information.
  • Demonstrated superior knowledge and experience with MS software and platforms
  • Excellent critical reasoning and problems solving skills.
  • English Proficiency
English is the language of teaching and communication at RMIT Vietnam.

For this role, the minimum requirement is IELTS General with a score of at least 5.5 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines).

For any role, English Language Proficiency may also be proven by showing successful completion of secondary education to a level qualifying to