Administrative Assistant

I. CONTEXT
World Vision is a Christian relief, development and advocacy organization working to improve the quality of life of people, especially children who are marginalized and living in poverty. World Vision helps all who are in need, regardless of their religion, race, ethnicity or gender. As a child-focused organization, WV's work focuses on children, ensuring they are protected and their basic needs are met. World Vision Vietnam (WVV) has been funded from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non-Sponsorship (PNS)/grants (30%). WVV employs about 430 staff, of which 93% are Vietnamese nationals. WVV is operating in 14 provinces including Hanoi, Dien Bien, Hai Phong, Hung Yen, Quang Ninh, Thanh Hoa, Ha Tinh, Quang Binh, Quang Tri, Da Nang, Quang Nam, Quang Ngai, Ho Chi Minh, Dak Nong. WVV's Area Program (AP) usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV's Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.
II. JOB PURPOSE:
• To support World Vision Vietnam in maintaining effective reception and filing system
• To provide assistance to the Government Relations and Administrative Officer.
III. MAJOR PURPOSE:
1. Reception:
- All incoming telephone calls are answered in the courteous and professional manner to concerned staff and visitors.
- Cordial greetings are demonstrated to all visitors, ensure they are well-served and maintain the visitors' logbook accurately.
- Maintain the mail out going register/ records properly.
- Receive all in-coming mail pouches, post office mail, newspapers and other deliveries as well as distribute appropriately and maintain the in-coming mail register.
- Ensure the reception area is well maintained, clean and tidy through coordination with relevant parties.
- Manage and coordinate the meeting room registration.
- Maintain proper inventory for all office supplies: stationery, kitchen stuffs and etc and raise purchase requisition accordingly
- Monitor the janitorial work to ensure office, meeting rooms and pantry always neat and clean.
2. Administration:
- Arrange logistics for staffs' business trip, visitors' and events in Hanoi such as booking air ticket, transportation and hotel.
- Create purchase request on system to purchase office supplies
- Prepare and submit admin monthly payment relating to EMS, transportation, office renting, air tickets, hotel, and office supplies etc. to Finance Dept. on time and ensure proper cost charges to departments/Aps
- Carry out any other administrative tasks assigned by supervisor
- Take responsibility for personal security, accurately identify and assess the dangers and respond in the most appropriate way; take all good faith efforts to keep other WVV staff and property secure with guidance and instruction as being trained by WVV
3. Others:
- Take responsibility for personal security, accurately identify and assess the dangers and respond in the most appropriate way; take all good faith efforts to keep other WVV staff and property secure with guidance and instruction as being trained by WVV
- Other tasks assigned by the manager to the team performance