Project & System Support Officer

7 days ago

Ho Chi Minh City, Vietnam RMIT VN Full time

Overview:
RMIT VIETNAM
- RMIT Vietnam

, an entity of RMIT University, has campuses in Ho Chi Minh City and Hanoi since 2001. We provide internationally recognised, high-quality, education and professional training for students, clients and the community, and assist in the development of human resources capability in Vietnam and the region by hosting students from Australia and many other countries.

YOUR ROLE

Project & System Support Officer is responsible for execute and manage project administrative works for Procurement department and manage the procurement related functional systems (such as Workday, Travel System). The position provides support to the Senior Manager, Strategic Sourcing by providing relevant project reporting to ensure governance and control are in place.

CULTURE

Our Values inspire us, wherever we are in the world, and guide how we live and work together.
- Imagination. Agility. Courage. Passion. Impact. Inclusion._

What unites us is our purpose and our values; they are at the heart of who we are, what we stand for, how we make decisions and connect with each other. Our people make everything at the University possible. We encourage new approaches to work and learning, stimulating change to drive positive impact. RMIT exists to create transformative experiences for our students, getting them ready for life and work. You will be a part of a productive and collaborative team, who values working relationships and outcomes through open and inclusive planning, continuous information sharing and transparent work practices.

KEY ACCOUNTIBILITIES

1. Project Coordination to Procurement Department- Provide support to the Procurement and Strategic Sourcing related projects including but not limited to coordinating, monitoring project milestones, reporting the project status to the Project Manager and documenting project activities.- Update and maintain the master project database to monitor and to keep track all projects including project schedule, milestones, due dates, and estimates for necessary resources.- Run project administrative regular and ad-hoc project expenditure and budget reports, coordinate with finance and accountant to ensure data accuracy.- Prepare internal and external documentation as instructed by the project manager in accordance with RMIT policies on procurement and strategic sourcing including but not limited to Strategic procurement plan, Procurement process report and service/good agreement.- Execute project P2P (procure to pay) administrative activities such as purchase requisitions, purchase order, contract documentation, payment to supplier on ERP system (such as Workday,).- Provide secretarial support and facilitate the project meetings such as regular departmental meeting, project meeting.- Provide admin, logistics arrangement and procurement support as requested.- Collaborate with team members to coordinate and implement relevant projects and activities.

2. Procurement Functional System Support- Manage and communicate with stakeholders relating to the Procurement Functional systems including but not limited to Workday, Travel systems and RMIT Vietnam Service Connect.- Coordinate with internal team members to ensure standard service level for procurement functional systems.- Maintain effective communication with internal and external stakeholders while handling the response on procurement functional system.- Coordinate to check-up and update information of procurement function on RMIT Vietnam Service Connect site according to the University’s policies and procedures.- Distribute and follow-up request tickets to relevant internal team members in timely manner.- Assist Senior Manager, Strategic Sourcing in preparing internal training on policy and procedures relating to procurement function.

OUR REQUIREMENTS- Business Administration undergraduate’s degree or relevant.- From 2 years work experience in the similar position.- Hand on experience in Project Procure to Pay (P2P) administrative process. Workday ERP experience is an advantage.-
- Excellent reporting documentation skill including reporting and project dashboard using related software.- Well-developed skilled in drafting, writing business reports and letters.- Proven experience of coordinating and execute administrative works and reporting work with complex stakeholders such as accountant, finance, project managers and external parties such as consultants, contractors.- Experience in customer service environment.- Demonstrated ability to work in a team environment.- Strong interpersonal and negotiation skills, including the ability to communicate effectively with a wide range of people.- Ability to display appropriate behaviours in line with the position and RMIT Values.

**BENEFITS**:
- Competitive gross salary starting from 16,820,000 VND (plus allowances) depending on proven track record in meeting all the key selection criteria.- 13th month bonus + private medical insurance (for you and your depe

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