Admin and Logistic Officer

2 weeks ago

Hanoi, Vietnam HI Full time

**Place**: Hanoi, Vietnam

**Type of contract**: Short
- term contract

**Starting date**: As soon as possible

**Job description**

**Admin and Logistic Officer (temporary)**

**Mission**:Ensure management of the programme’s Admin and logistics at Hanoi Office

**Reports to**: Country Logistics Manager

**Responsibilities**:
**_ Responsibility 1: Ensuring efficient management of the supply chain_**_ _**

Aim:To cover the programme's needs for materials, equipment and services

Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team's satisfaction with the management of supplies.

Activities:
1.1 Ensuring the implementation of procurement procedures in line with internal and donor regulations (LINK system)

1.2 Drawing up and follow up periodical procurement plans

1.3 Ensuring the correct management of customs clearance procedures

1.4 Monitoring the supplier database

1.5 Ensuring the monitoring of Purchase and Service Requests

1.6 Managing the framework contracts

**_Responsibility 2: Ensuring the correct management of equipment_**

Aim: To ensure the programme has the means necessary for its smooth running

Benchmarks: computer equipment and software adapted to the programme's needs; data security (back-ups), rate of servicing for computer equipment and for other equipment; respect of equipment management procedure

Activities:
2.2 Supervising the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)

2.3 Ensuring the use of an Equipment Monitoring Chart (EMC) and the quality of the data it contains, the localisation of fixed assets from the accountancy

2.4 Delivering the training for the programme's staff on how to handle equipment

2.5 Managing the office and project inventory

2.6 Removing and destroying out-dated material after confirmation by the Program Director or Country Director

**_ Responsibility 3: Ensuring correct management of general services (expatriate staff accommodation, offices, storage facilities)_**

Aim: To provide the teams with comfortable living premises and preventing risk

Benchmarks:the security of the premises; the suitability of the choice of premises and the quality of their management

Activities:
3.1 Supervising of the management of the fitting out, servicing and maintenance of the premises

3.2 Supervising of the necessary security systems are in place for the premises (locks, guards, etc.)

3.3 Arranging the logístical organisation of project seminars and training

3.4 Maintaining a correspondence system with reference structure

3.5 Supervising the maintenance of working stations and office space (public area, store room )

3.6 Managing contracts: office and house insurance, office and house lease contracts, internet and phone contracts for both support office & expats.

**_Responsibility 4: Carry out national personnel administration _**

Aim: Guarantee conformity with legal obligations and internal procedures

Benchmark: quality of payroll preparations, conformity with legal provisions and internal procedures, adherence to deadlines

Activities:
4.1 Supervising cleaner at Hanoi support office

4.2 Monitoring and updating deductions of annual leave and other absences (Timesheet) for all staff

4.3 Managing the professional evolution: engagement, probation, internal probation, advertisements, penalty, licensing

4.4 Assist staff for maternity leave, sick leave, medical claims from insurance department

4.5 Assist staff to register with Hanoi Insurance department.

4.6 Assist to register with insurance company for new staff & their dependents

4.7 Assist to work with insurance company to submit claim for staff

**_Responsibility 5: Contribute to the administrative management of expatriate personnel_**

Aim: Guarantee conformity with legal obligations and internal procedures

Benchmark: Adherence to deadlines and internal procedures

Activities:
5.1 Monitoring leaves of expatriates and inform head offices

5.2 Monitoring log sheet of international staff (contract dates, official documents, permits, visa, contact persons )

5.4 Inform the personnel administration department at head office of expatriate rental sums

**Specific missions**:In addition, the Administration and Logistic Officer can be asked to undertake any other duty requested by Country Logistics Manager.

**Technical competencies**

**Level**

**Behavioural competencies**

Priority competence indicators for assessment, specific to the function, excluding standard Perf Echo dimensions

**ADMINISTRATION**

**Manage**

Programme contracts management

Autonomous

Participatory approach

Controlled delegation

**LOGISTICS**

**Decide**

Supply chain management

Proven

Communicate

Stock management

Proven

Organise

Local and international transport management

Proven

Management of customs clearance procedures

Proven

Management of technical equipment

Proven

Vehicles management

Proven

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