Admin Officer

Job Summary:
This position will cover administrative activities for the Business Development Office, ensuring that all tasks are carried out efficiently.
Accountabilities:
The job roles include handling logistic management, office management (contract, relocation, termination arrangements), travel arrangements (flight, hotel reservation, visa arrangement), setting up appointments and meetings, reception duty, and coordinating all administrative work. This involves performing general secretarial duties, applying for Work Permits and Residence Cards for expats, handling translation and interpretation, and managing other administrative matters.
Key Result Areas:
1. Logistic management:
• Arrange travel and other logistics for the office.
• Handles reception, clerical, and secretarial functions
2. Office Administration :
• Control and circulate incoming/outgoing correspondences and contracts.
• Regularly check the office housekeeping and cleanliness
• Plan and implement office systems, layout and equipment procurement (relocation, re-open, termination of HCMC and HN office)
• Handle original licenses, and permits, of the Hanoi office and Binh Thuan office (issuance /amendment/ renewal) and project documents, and prepare an annual report to DOIT.
• Oversees office administrative concerns including safety
3. Inventory and fixed asset management:
• Maintain and replenish inventory.
• Handles purchasing for office equipment.
• Maintains office equipment.
• Fixed asset registration and management
4. Translation:
• Translate incoming/outgoing correspondences.
• Translate project documents.
5. Interpretation:
• Interpret in meetings with governmental authorities, stakeholders /workshops/negotiation [protected info]
6. Payment:
• SAP system role: SAP's PR creator, follow-up POs, and Goods/Services Receiver for Ha Noi office and Binh Thuan office, create/extend vendors to the NL90 and EU00 payment list.
7. Work Permits and Visa:
• Verify receipt of supply, process payment approval from Cost Center Owner and send to F&A Dept, following up the payment status, update accrual list.
• Handles visas, work permits, and residence cards for expats.
• Assist and Coordinate with HR materials / Supplies needed for new hires.
8. Other duties:
• To carry out any other duties within the scope, nature, and purpose of the job as requested by management.