Admin Business Partner

Role Overview
The Admin Business Partner ensures the smooth and efficient operation of ActionAid Vietnam by managing daily administrative functions and maintaining effective, compliant office systems. The role supports cost-effective, safe, and policy-aligned operations while fostering constructive relationships with government agencies, partners, and service providers, representing ActionAid with professionalism and integrity.
Key Accountabilities/ Responsibilities: Activities
[I] Office administration and facilities
• Develop, maintain, and regularly update office systems and procedures to ensure smooth and efficient administration.
• Support departments and staff with timely and effective administrative assistance.
• Maintain and update inventories, vehicles, equipment, and other office assets; ensure all are properly labelled, tracked, and reported.
• Keep office premises, furniture, and equipment in good condition, ensuring a safe, clean, and functional working environment in line with Green Office principles.
• Ensure that all procurement and service contracts under responsibility are valid, compliant with legal and organizational requirements, and effectively managed.
• Process timely payments for administrative expenses (e.g., rent, utilities, courier, stationery, hotel, etc.) in accordance with ActionAid's financial procedures.
[II] Reception and administrative support
• Manage reception duties, including welcoming guests, handling calls, and directing inquiries in a professional and courteous manner.
• Maintain accurate filing systems (both electronic and physical) for incoming and outgoing correspondence, ensuring easy retrieval and confidentiality.
• Facilitate travel logistics and visa procedures for ActionAid staff traveling abroad and for international visitors to Vietnam.
• Support expatriate staff in administrative arrangements such as work permits, residence cards, accommodation, and local registration.
• Ensure timely renewal of ActionAid Vietnam's representative office permits and other legal documents.
• Draft, update, and ensure full implementation of administrative guidelines and standard operating procedures (SOPs).
[II] Financial and planning responsibilities
• Manage petty cash transactions accurately, ensuring convenience, transparency, and compliance with ActionAid's financial policies.
• Contribute to annual planning and budgeting for administrative activities, ensuring expenditures remain within approved limits.
[III] Other duties
• Act as Safety and Security focal person when assigned, ensuring compliance with relevant plans and guidelines.
• Perform other tasks as assigned by line manager.