Cán Bộ Hành Chính (Administrative Officer)

Main Responsibilities
Task 1: Office administration
- Manage and supervise intern and supportive staff to ensure effective and efficient functioning of the administration unit, including assisting the managers and researchers or their designate in their administrative needs;
- Manage and follow up procurement at office supplies as well as contract arrangement and supervision with the suppliers;
- Contribute to organization policy making and improvement of procedures and workflows
- Ensures compliance, manages and mitigates risks in field of working
- Draft correspondences related to operation, travel, visa application, HR report [protected info] Vietnamese to send to local authorities/partners
- Supervise the cook/cleaner and driver to make sure services delivered with high quality
- Handle all logistical arrangements of national workshops, meetings, field trips and visits of ICRAF scientists and those of hosted organizations.
- Complete the customs procedures and requirement for goods/equipment import-export based on country needs.
- Assist in photocopying or printing documents, voucher for office;
- Carry out translation service in English to Vietnamese and vice-verse if assigned;
- Ensuring systematic filing/documentation of office and keeping store update;
- Arrange and keep office in order including library and small inventories;
Task 2: Travel arrangement and Working permits
- Visa arrangements and extension of IRS and their dependents
- Complete application of working permits and extension for IRS
- Assist IRS on matters related to 'settling' in Vietnam
- Contact with local authorities to comply travel request and permissions for project staff and office.
- Coordinate and monitor the travel request and assign the office vehicle accordingly to meet the travel needs of different projects.
- Booking official travel missions including hotel, car and/or aircraft
- Support the researchers/project team in TA application and TEC claims
Task 3: Financial Assistance and petty cash bookkeeping
- Handle Travel Authorization and Travel Expense Report of project staff
- Follow-up cash advance and its clearance;
- Manage daily office payments by petty cash and recording expensive and filling the admin. monthly petty-cash report
- Responsible for and ensure cashbox security and accurate book-keeping of petty cash
- Assist in photocopying or filing accounting documents and vouchers;
- Ensure that databases of asset information are in place including inventory and asset-tagging;
- Contact/paper drop to/with Bank as requested
Task 4. Assist HR and others
- Responsible for updating and recording attendance, leave records, etc.;
- Assist staff recruitment: announcement, screening, filing and updating applicants database; contacting and arranging interviews;
- Assist in following up pension program and health insurance for staff, Personal Income Tax (PIT); social insurance reports with local authorities as regulated by Vietnam Government;
- Update and maintain HR monthly report to submit SEA HRU;
- Update and maintain labor contracts data and HR reports to submit Dipserco and Trade Union. These include the calculate and reconcile the trade union contribution and reimbursement to ensure staff benefit and office's compliance.
- Others as assigned by country coordinator or office manager