Administration Officer

**ROLE PURPOSE**:

- To perform administrative work.
- To ensure the uninterrupted operation as well as compliance with relevant laws, policies & governance.

Overall governance:
To support periodic revision of policies, standards, guidelines, work processes and procedures that is relevant to administration work, to ensure efficient operation and alignment with company’s policies & compliance with relevant governance.

Administration support:

- To receive & distribute all incoming letters; dispatch courier as requested.
- To manage and store all documents related to VN-05-1PJ, AFE & PO, except for those relevant to construction.
- To provide internal administration support, including but not limited to faxing, coordinate with Vietcombank Tower for necessary information: notice announcement, guest registration and entrance card for newcomer, daily moving in-out document/goods
registration.
- To organize travel arrangements, including but not limited to hotel bookings & tickets, arranging transportation for employees, visitors, and trainees.
- To prepare and arrange company meetings i.e MCM&OCM, Scout meeting, Pre-spud meeting etc
- To manage of AFE and PO for G&A i.e. stationaries, drinking water for office etc, water purifier and cartridge for Japanese expats as requested.
- To record and check all G&A invoices.
- To monitor and update assets into the system to ensure adequacy and make asset report monthly.
- To prepare and write down company procedures related to Admin Team.
- To support Japanese expats in opening Vietnamese bank accounts.
- To maintain and repair office facilities
- Other requests from Team Leader and Managers

Drilling team support
- To assist travel (hotel, car) arrangement of Drilling team members.
- To prepare and arrange for major meeting such as Pre-spud meeting.
- To print and file all daily reports (DDR, DCR, 20 days operational forecast, time dept chart, flight manifest, daily vessel report, supplier offshore services ) and maintain all up-to-date.
- To prepare, binding a hole and filing hard copy of all final contracts and programs to be sent to offshore.
To order and make Application for Expenditure and Purchase Order for stationary, drilling bag, Polo T-Shirt
- To prepare documents and submit with manager for approved and signature to get licenses.
- To record all incoming invoices, prepare cover page, circulate & follow up invoices to get signature from relevant engineers and managers.

Other accountabilities
- To research and update administration policies and local regulations.
- To engage in regular meetings/ updates with team members, collect feedback, encourage and promote team spirit.
- To collaborate and support on other initiatives upon request.
- To be accountable for other certain works as assigned from immediate superior level.

COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal:

- BU
- Drilling Team
- Subsurface Team
- Operations, Technical Support Service Team
External:

- Vietcombank Tower
- Vietcombank
- Vendors
- Local authorities

**Requirements**:
Knowledge:

- BA/BS degree, preferably in business management; or vocational degree in business and office management
- General office administration, document management, travel arrangement, interfacing with local authorities, and be aware of changes in local laws in terms of ensuring compliance
**Experience**:

- Practical experiences preferred but not required for BA/BS degree graduates; 03 years of experiences in administrative support for vocational degree graduate’s minimum of 3 years’ experience in a similar role and/or procurement

**Skills**:

- Accuracy and attention to detail
- Customer focus
- Establishing and maintaining trust
- Honesty and integrity
- Ensuring accountability
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- Working time: Mon-Fri: 8:00-17:00, lunch 12:00-13:00

Working location: District 1, HCMC