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Operations Assistant

4 weeks ago

Hanoi, Vietnam Action On Poverty (Aop) in Vietnam Full time

**Mô tả công việc**:
(Mức lương: Thỏa thuận)

JOB PURPOSE
- The purpose of this position is to facilitate effective operations of AOP’s Representative Office in Vietnam and its programs.
- The position will report to the Head of Operations, work closely with the HR and Operations team at offices to provide multi-faceted HR and operations support to the offices and its staff including office management, immigration procedures, system development, procurement and contracts management.

AUTHORITY

The incumbent is expected to work closely with other team members and provide support to other staff, with approval from supervisors/managers, to ensure activities are implemented effectively and to a high standard.

KEY WORK RELATIONSHIPS

1. Internal
- Hanoi-based HR and Operations team
- AOP staff and personnel

2. External
- Service suppliers and contractors
- Governmental officials
- AOP’s partners and international staff

MAIN AREAS OF RESPONSIBILITY

1. Facilitate office administration and management
- Provide support to Operations team to ensure office systems run smoothly and adhere to AOP policies, including but not limited to day-to-day office operations system, cloud-based filing and collaboration systems, libraries, calendars, videoconferencing system;
- Support Operations team to organise and prepare logístical arrangements for office events, workshops, trainings or meetings, field trips;
- Other departments receive timely, efficient and appropriate support to work effectively.

2. Coordinate immigration procedures for expatriate staff
- Support to update expatriates immigration database; provide assistance and regular updates on immigration procedures;
- Promptly alerting management on arisen or potential issues or urgent cases.

3. Support and facilitate HR & Internal Communication activities
- Support the recruitment and selection process, including but not limited to job posting and organising interviews and tests;
- Support to socialise new staff to AOP’s vision, mission, strategy, values, practices and norms;
- Faciliate the leave and timesheet management;
- Plan and organize internal events and Trade Union activities;
4. Handle procurement and contract management
- Support required procurement for the office, program and projects as requested;
- Ensure procurement are aligned with AOP policies and procedures; contracts are valid and in line with legal framework and AOP’s requirements;
- Ensure goods/services are provided in satisfactory requirements and in a timely manner;
5. Others
- Provide appropriate support to Sydney team to promote collaboration between the two offices;
- Provide English/Vietnamese translation and interpretation as required;
- Actively participating in internal and external meetings, ie. by taking minutes, or preparing and delivering presentations;
- Other tasks as assigned by the Head of Operations and/or Country Director.

**Chức vụ**: Nhân Viên/Chuyên Viên

**Hình thức làm việc**: Toàn thời gian

**Quyền lợi được hưởng**:
Comprehensive compensation and benefits package
A flexible work environment and schedule
Excellent medical insurance coverage

**Yêu cầu bằng cấp (tối thiểu)**: Trung cấp - Nghề

**Yêu cầu công việc**:
REQUIRED QUALIFICATIONS

Education
- Relevant Degree and/or equivalent professional qualification, preferably in business administration, human resources, social sciences or other relevant disciplines e.g. psychology, international relations;
Work experiences
- At least 01 years of experience in relevant positions;
- Practical work experience with INGOs is preferable;
- Work experience in handling expatriate immigration procedures is an advantage.

Technical knowledge and skills
- Office administration and secretarial support skills;
- Knowledge and understanding of international organisation’s operations and human resource policies and procedures;
- Time and workload management skills;
- Excellent communication skills;
- Advanced translation and interpretation skills;
- Advanced business writing skills;
- Experience in procurement activities, liaising with suppliers and contractors, facilitating and managing contracts;
- Quick sense and skills in adopting IT solutions to handle administrative and HR procedures;
- Familiarity with AOP’s thematic areas of work is an asset;
- Commitment to AOP’s vision, mission, values and goals.

Languages
- Proficiency in English and Vietnamese, both spoken and written.

Attitude
- Detail-oriented
- Diligent, proactive and independent
- Friendly and supportive

Adherence to
- Poverty and injustice eradication
- Gender equality
- Child protection

HOW TO APPLY

**Yêu cầu giới tính**: Nam/Nữ

**Ngành nghề**: Biên/Phiên Dịch,Nghiên Cứu Thị Trường

Trung cấp - Nghề
Không yêu cầu