Administration Officer

1. Purpose:
• Manage and control Finance & Accounting area for the Representative Office to ensure that all transaction, systems and procedures comply with regulation, accounting principles and standard.
• Manage the administrative activities of the overall organization including budgeting, administrative procedure, equipment, supplier, other resources are used effectively and efficiently.
• Responsible for business travel arrangement Domestic & International; Vesuvius employee & visitors including accommodations, air ticket, visa, car arrangement, ...
• Manage all related to immigration process for expatriates of company in Vietnam including Visa, Work Permit, TRC, Driving License, Housing, Car Rental ...
• Be accountable for validating, making payment related to Admin job of the company.
• From time to time, support other activities such as IT, HSE, Health check, medical insurance, company events, yearly meeting organisation... other business related.
2. Key Result Areas:
Finance & Accounting for the Representative Office
• Handle all finance related activities, such as communication with banker, keeping records and documents, control transaction
• Review the daily transactions and the details of all accounts to ensure that they are compliance with the accounting standard
• Collaborate with banks for all Company's transactions, facilities, and Treasury.
• Control all Accounting and Finance works to comply with Group Finance Manual and Local Finance Procedure and policies.
Admin Activity
• Manage the day-to-day operations of a variety of office services to ensure that the organization's current and future administrative needs are met efficiently.
• Office equipment and supply: plan, review, procure and control the inventories based on company policy.
• Liaise with functional or operational area managers to ensure that office administration programs and activities are appropriate for the current business needs.
• Plan, priorities manage maintenance activities and upgrades to equipment, facilities and systems.
Business Travel Arrangement
• Manage bookings and coordinate with agencies for hotel, flight ticket, car arrangement.
• Take care and follow up all Visa, WP, TRC for expats and visitors
• Liaise as the main contact point for all internal events
• Ad-hoc tasks based on actual situation.
HSE
To coordinate & ensure Vesuvius standard HSE items, norms and targets in relation to SIO, SIOPA, Safety audits, Risk Assessments and mitigation, etc. are being followed at all customer sites in the country.
Maintaining company Assets
To ensure proper maintenance & upkeep of all assets (systems, equipment, machines) deployed by the organization at the customer sites and report on quarterly basis.
Monthly Report
To prepare & submit detailed monthly report to superior by 1st week of every month as per the standard reporting format.
Compliance and Professional Ethics
To ensure strict compliance of Approval procedures implemented by all local staff from time to time and maintain highest standard of moral & professional ethics as per Company's ABC Policy and Corporate Code of Conduct.
Proposal for improvement action/activities and follow-up to close the gaps with compliance and Company/Group policy.