Admin Officer

2 weeks ago

Hanoi, Vietnam Save the Children Full time

**The Opportunity - **Admin Office**

Assist in regular country program administration activities; responsible for reception of the representative office. Admin Officer will work closely with other admin team members to make sure operation functions of Hanoi Office are implemented smoothly and efficiently.

This position will support HR & Admin team in implementing administrative and personnel duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam, especially for the fields offices.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

**KEY AREAS OF ACCOUNTABILITY**:
**Administration**:

- Create a representative and welcoming environment for staff, colleagues and visitors to SC office. Ensure the office is opened at 7.00 am and keep the reception area tidy
- Answer all incoming phone calls and direct all outgoing calls and take messages as needed
- Support daily implementation of all logistic arrangement in Country Office such as handling office supplies, EMS service, stationery, equipment, transportation and other related activities.
- Organize reference materials on displace shelf in the reception room
- Maintain, assist, and implement office protocol instruction as a resource person to staff and visitors
- Coordinate and make sure that office’s Cleaner is back up during their absence and office is always open from 07:00AM to 06:30PM, Monday to Friday.
- Maintain updated staff list and emergency contacts
- Support staff member in ordering name card print.
- Prepare expense claims for office expenses, i.e phone/internet/courier/air fares, office supplies, photocopies, leasing, utilities bills, other required claims, ect.
- Coordinate with Supply Chain team in arrangement for external meetings/workshop and office events as required.
- Provide general administration support, when required, including but not limited: translation work, typing minutes of admin team meeting as required by supervisor, word processing, data entry and internet research tasks, support for expats,
- Support in preparing Admin. documents and paperwork (Visa, work permit, ) for Expats and visitors.
- Provide back up support to other team members in their absence when required by Director
- Of Human Resources - Administration & Safeguarding.
- Monitor and manage office’s first aid kit to make sure all items are available and in good quality for use at any time
- Provide support to Admin Co-ordinator in arranging international workshops/meetings, CO events
- Provide support to Emergency responding activities when required by Admin. Coordinator
- Disburse cash for all cash-related transactions, including travel advances and any payments not made by bank transfer;
- Manage the petty cash fund of Country Office;
- Perform cash counts on a weekly basis, to be verified by the Admin & HRD/Finance;
- Work closely with Finance Section to ensure sufficient cash is on hand in the office safe to ensure smooth operations of the Country Office;
- Ensure security of cash in the office safe, ensur strict control of access;
- Maintain all relevant documentation for cash transactions and petty cash disbursements as well as other related documentation.
- Process requests from field offices in photocopying, printing, scanning, getting documents signed, sending documents to assigned address
- In case of work necessity, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

**Talent Acquisition**:

- Conduct full-cycle recruitment for positions of NAT 6 & Intern
- Arrange logistics for interviews when required

**Working contacts**

**_ Internal_**_:_**_ _Admin team members, Admin Coordinator, Human Resources - Administration - Safe Guarding Director, all staff

**_ External_**_:_** visitors, suppliers of goods and services, some Government officers

**Additional job responsibilities**
- The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

**QUALIFICATIONS**
- Bachelor’s degree in related field

**EXPERIENCE AND SKILLS**:
**Essential**
- At least 2 years in work experience in Administration field (Strong Admin. Experience is preferred) & HR - recruitment, 1year working with NGO is preferable
- Fluency in English and Vietnamese essential
- Good skills in translating and interpreting
- Strong organization, communication skill & time management
- Good interview & negotiation skill
- Computer literate
- Ability to manage cash and keep proper records of cash disbursements and petty cash documentation.

**Desireable**
- NGOs networks and knowledge.

**The Organisation**

We employ approximately 25,000 people across the globe and work o

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