Administrative Clerk

3 weeks ago

Hanoi, Vietnam TechBridge Market Full time

**Job Information**:
Workplace
- On-SiteIndustry
- Business Consulting and ServicesCity
- HanoiState/Province
- No valueCountry
- VietnamZip/Postal Code
- 000000- If you are passionate about playing a key role in the success of a multi-disciplined consulting firm, we want to hear from you- Our client is a well-established brand in the Business Consulting and Services Industry and is now looking for a passionate and driven
- **Administrative Clerk** to join their team.

This is an exciting opportunity to expand your skillset, and achieve job satisfaction and work-life balance.

**Major Duties and Responsibilities**:

- SUPPORT DAILY WORK SCHEDULE AND PLANNING ACTIVITIES 45% of the time:
- Coordinate OBO Field Office’s administrative functions with Embassy/Consulate Offices to complete actions as related to housing, financial, procurement, and human resources. For example, assists the Supervisory Administrative Assistant or Project Director addressing OBO’s administrative staff issues, space, logistics, and day-to-day operations.
- Request office supplies and inventory.
- Coordinate all office equipment maintenance and repairs.

PERFORMS ADMINISTRATIVE DUTIES 35% of the time:
- Distribute and control correspondence (incoming and outgoing letters, technical submittals, bulletins, samples, shop drawings, etc.) in accordance with contract specifications.
- Draft memos and other correspondence to both internal and external sources.
- Maintain all files, records, and reports in easily accessible locations such as electronically on the shared drive, or hard copies in approved filing cabinets.
- Prepare translations of host country documents, as required, such as regulations and requirements related to local employment, shipping, housing, building codes, permits, and purchase of local goods and services.
- Perform financial and accounting procedures for purchasing, payroll, contract payments, petty cash, and OBO staff time and attendance.

OTHER DUTIES 20% of the time:
- Provide support to TDY personnel by assisting them with country clearance responses, hotel arrangements, providing post and country information literature, arranging transportation, etc.
- Provide administrative support to the contractor, as required, by the contract, and to the Supervisory Administrative Assistant or Project Director such as obtaining VAT waivers and clearing shipments with local ports and customs.
- Manage housing requirements of OBO staff. Notify and coordinate with the Embassy Housing Coordinator, as required, to secure approved housing. Leased housing may require the coordination of safety and security upgrades among other renovations.

**Qualifications required**:

- **_ Education:_** Completion of secondary school is required.
- **_ Prior Work Experience:_** Minimum two (2) years of clerical/administrative/customer service experience in an office setting is required.
- **_ Post-Entry Training:_** Incumbent will receive specific on-the-job training to become familiar with OBO Field Office operations.
Available Distance Learning Courses:

- GFS54 Overseas Payroll and Allowances PK198 Travel Policy GFS50 - Basic Time and Attendance for Overseas Staff PK207 - Files and Records Management/2 hours.
- PA387 - ILMS Overseas Ariba Management /2 hours GFS50 - Basics of Time & Attendance for Overseas Staff/18 hours MOOSPEA01 - Getting started with SharePoint 2010/one hour.
- **_ Language Proficiency: _**List both English and Vietnamese language(s) proficiency requirements by level (II, III) and specialization (sp/read). English Level III (Good working knowledge) Reading/Writing/Speaking is required. Vietnamese Level III (Good working knowledge) Reading/Writing/Speaking is required.
- **_ Job Knowledge:_** Knowledge of office management functions, services, procedures, and standard information sources. Knowledge of OBO or general design/construction guidelines and vocabulary will be required. Knowledge of host-nation employment and VAT requirements.

**WHAT’S ON OFFER**

Your interest will be treated with strict confidentiality.

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