Administrative Assistant

Position Description

Education for Nature-Vietnam (ENV) is looking for Vietnamese candidates for Administrative Assistant positions. The Administrative Assistant will be based in Hanoi and responsible for all administrative aspects of ENV operations as described below. The Administrative Assistant reports to the HR & Admin TL, Admin & Finance Manager.



What will you do?



1. Maintain Front Office Cleanliness

• Ensure that the reception and conference areas are clean and tidy at all times

• Ensuring that the office is clean and clear of any stored materials, equipment, or other debris that is not actively in use



2. Telephone Reception

• Answer the main telephone for ENV and international partner organizations in accordance with ENV standards

• Take and deliver messages for ENV and partner staff that are not present

• Send and receive faxes

• Train other staff to answer the ENV main telephone when the Admin Officer is out of office



3. Visitor Reception

• Professionally greet visitors of ENV and partner organizations

• Enforce ENV security requirements, in terms of office access and escort requirements



4. Post Office

• Make weekly trips to the post office to collect and send mail and parcels



5. Personnel

• Follow up staff birthdays and send e-cards. Organize monthly a staff birthday party

• Organize employee of the month

• Organize quarterly staff party

• Managing accurate employee sign in and sign out logs and providing copies of these registers each Monday for the previous week to the HR & Admin TL to public on envcrew



6. Office Supply Inventory

• Ensure that ENV maintains an adequate stock of office supplies, printer cartridges, paper, and other required supplies in order to ensure that materials are available when in need

• Ensure that drinking water is available in the office at all times. Coffee and tea is available in the office as well for visitors



7. Communications

• Communicate regularly with the HR & Admin Team Leader, Administrative & Finance Manager and ENV Management Board

• Assist the Communications and Public Awareness Team in organizing, preparing, and executing distributions of ENV materials



8. Correspondence Record

• Maintain a log of documents and materials that are sent out by ENV



9. Cash Advance Management

• Receive & manage advances from Admin & Finance Manager for payments under admin

• Receive & manage advances from Admin & Finance Manager & distribute advances to other ENV staff



10. Other Duties

• Produce, by the 1st of each month, the ENV Master schedule for the ENV Management Board

• Maintain and update the ENV non-computer list and provide an updated monthly report to the HR & Admin TL

• Maintaining equipment in the office and maintenance records for all ENV capital equipment

• Maintain ENV office filing systems

• Complete other duties and assignments as specified by the HR & Admin TL, Finance Manager & ENV Management Board