[HN] Tổ Chức Phi Chính Phủ Humanity & Inclusion Tuyển Dụng Administration & Logistic Officer Full-time 2021

MAIN INTERFACE: The Administration and Logistic Officer reports to and is supervised by the Support Service Coordinator (SSC).
MAIN TASKS & RESPONSIBILITIES:
1. In charge of all administration tasks at the Support Office
Communication
Receive phone calls and intervene as appropriate
Transmit all messages received
Supervising a correspondence system with reference structure
Manage office correspondence and communication (post mail, email, internet) and prepare / type documents, letters
Update the list of contacts regularly.
Classify documents according to the filing system and upkeep office library / reference materials
Travel arrangement
Appointments and meetings arrangement for SO team.
Identification and information about the SO travel plan
Arrange the transportation means of travel and accommodation of SO staff
Support visitors in arrangement transportations, ticket, accommodation and introduce letters to Vietnam authorities if required
Supervising optimal maintenance of the vehicles.
House management
Supervision of seeking and identifying potential premises for rent, Supervision of the management of the fitting out, servicing and maintenance of the premises.
Supervision of the necessary security systems are in place for the premises (locks, guards, etc.)
Supervising the maintenance of working stations and office space (library, public area, store room...)
Managing contracts: office and house insurance, office and house lease contracts, internet and phone contracts
Security
Being a focal point for any safety issues
Report any safety issues directly to Program Director or Support Services Coordinator
Provide and update when needed the constant companion (security card) for each staff
Managing the admin team at Hanoi Support Office
Supervising house keeper at expatriate house and support office
Managing direct requests from it team (working time...)
Co-validating disciplinary procedures with the support services coordinator
Other admin tasks
Use administrative forms properly (leave, insurance claim, etc...)
Arrange for translating all documents when necessary.
Prepare documents for changing/revising organization' licenses
2. Carrying out efficient management of the supply chain
Implementation of procurement procedures on the SO in line with internal and donor regulations;
Organisation of the different stages in the local purchases of goods and services (market surveys, ordering, monitoring, receipt, conformity checks);
3. Support project sites in the organization and coordination of logistic for meetings, conferences and trainings.
Supervision of the organisation of seminars, conferences and trainings if required (Inform letters, Visa, Ticket, venue [protected info] participants)
4. Administration tasks relate Human Resources Management
Assist staff for unemployment insurance, maternity leave & sick leave claim from insurance department
Assist new staff to register with Hanoi Insurance department
Maintenance of a copy of staffs register or any other legally required records
Monitoring of deductions of annual leaves and other absences and clearance of salary payment
Monitoring leaves of expatriates and informed heads offices;
Managing the preparation and follow up of expatriate work permit and visa applications
Inform the personnel administration department at head office of expatriate rental sums and salary advances
Prepare a timesheet for SO office staff.
5. General term
In addition, the Administration and Logistics Officer can be asked to undertake any other duty requested by the Support Services Coordinator
Apart from the specific terms stipulated above, with his/her common sense the employee will be willing to take on other tasks within his/her capacities in the event of emergency.
Advocate to public and private, national and international organizations and agencies to promote inclusion of disability issues
Selection Criteria and Qualifications:
Qualifications
Essential
Desired
Diploma(s) :
University

Experience
Minimum 2-years practical experience with a national/international development organization

Competencies (knowledge, capacities required)
Excellent participatory facilitation
Fluency in writing and speaking in English
Strong computer skills
Strong communication skills
Strong computer skills in Word and Excel and PowerPoint
Information processing
Experience in coordination
Experience with administration responsibilities is prior
Knowledge and experience in facilitating the meetings or workshops
Time Management skills
Ability to work independently, exercise judgment, meet deadlines and work under pressure
Sensitive to needs of marginalized population and people with disabilities;
Personal qualities :
Planning, organizing and coordinating skills with the ability to plan team's work, prioritize tasks and to work efficiently under time pressure.
Analytical skills
Relational skills: working in/with a team
Involvement
Adaptability - Apprenticeship
Initiative - Anticipation - Proactive attitude


CONDITIONS OF THE POSITION:
Type of contract: Service contract of 5 months/ starting from October 15, 2021 (may be 02 months extension)
Service package: According to profile and experience
TO APPLY: Only online by joining a CV and cover letter via the following email: [protected info] with subject [HI_0921] Administration & Logistic Officer_Full name . Only short-listed candidates will be notified.
Please indicate your expectation for remuneration/salary in your application
For further information about the association: [protected info]