Administration Officer
3 days ago
**Job Announcement of Administration Officer**
The vacancy will be closed when it’s filled
Habitat for Humanity International founded in United States in 1976. Habitat now works in 1,400 communities across the U.S. and in nearly 70 countries and has helped 6.8 million people achieve strength, stability and independence through safe, decent and affordable shelter.
Habitat Vietnam has been working in Vietnam since 2001. For 20+ years, Habitat Vietnam has been delivering holistic housing approach to Vietnamese people, especially vulnerable groups by supporting and empowering communities to take ownership in improving their living conditions. Since then, Habitat Vietnam has served nearly 61,000 families through housing interventions, water and sanitation, post-disaster recovery, and nearly 245,000 people through capacity building.
Our vision: A world where everyone has a decent place to live.
Our mission: Seeking to put God’s love into action Habitat for Humanity brings people together to build homes, communities and hope.
Our core values: Humility, Courage, and Accountabilities
**Work Location**:
Ho Chi Minh City office
**JOB SUMMARY**
The position provides daily administration services and occasional HR supports to ensure professional, and efficient operations of Habitat for Humanity Vietnam
**KEY RESPONSIBILITIES**
**1. Provides administration services**
I. Reception & Office Maintenance
- Receive incoming calls, taking message or put through to right recipients
- Distribute incoming mail, handle outgoing mail, prepare for courier services in HCMC
- Ensure that the meeting room is prepared before scheduled meetings (checking cleanliness, available drinking water other necessary preparation for receiving guests)
- Check & ensure office cleanliness, office equipment & facilities function well
- Assist in maintaining a safe and secure working environment
II. Administration Purchases
- Estimate, request & purchase stationery & other office facilities/supplies to ensure adequate amount & quality of goods for daily operation of the office
- Make hotel, ticket, transportation booking for staff going on business trip and guests in accordance with financial procedures
- Review and make recommendation on buying or renewal of office rental, and other purchased goods/services for the best benefit of Habitat
- Prepare & complete Administration payment including house rental, power, drinking water, telephone, stationary, parking, photocopier rental etc. in accordance with financial procedures
- Update & complete Preferred vendor list in compliant with Procurement Policy
- Work with agency and/or relevant authorities to get visa, work permit for foreign staff and international volunteer/intern
III. Other Responsibilities
- Support HR and Admin Coordinator in preparing logistics for events like family day, annual conference, CSP & other meetings
- Filing hardcopy of Admin document and update in tracking file
- Consolidate admin cost report of 3 regions by quarter for budget planning purpose
- Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary organizational news and information
- Perform other related tasks as assigned by HR- Admin Manager when needed
**2. Provides assistances to National Director**
- Under guidance of National Director complete printing and approval process for official documents such as DOA, Partnership Agreement, Letter to Partners, etc. sent from Hanoi and Central regions
- Provide other assistance to National Director when needed
**3. Manages assets**
- Input newly purchased asset to asset book/list. Monitor and record asset movements properly.
- Coordinates/follow up with admin support staff in Hanoi and Quang Nam Offices and other departments to well maintain the organization’s assets and conduct annual inventory check. The roles also require to work/deal with insurer to sign and implement insurance contracts.
**4. Provides HR operational support**
- Monthly updates staff directory & staff anniversary to ensure sufficient information in use.
- Supports HR and Admin Coordinator to schedule onboard orientation with relevant people and to collect quotations for annual health care insurance contract.
- Get quotation of vendors for annual health check up
**5. Provides translation support to program department**
- Do simple translation to support program department or;
- Provide translation support to program department by searching, negotiating and completing outsource translation service in compliance with procurement policy and process
**CRITICAL JOB REQUIREMENTS**
- College degree or equivalent in business administration, economy or supply chain or equivalent
- Knowledge of Policies on Conflict of Interest, Procurement, Safeguarding, Policy on Business Travel, Asset Management and its procedures (to be oriented).
- Knowledge of commercial contracts and its relevant regulations and hand-on experience
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