laboratory Administrative Assistant (jdhan-0424-004)

Yêu Cầu Công Việc
Key responsibilities and tasks
· Supporting the Quality Assurance officer in organizing the management of laboratory documents and records as per OUCRU procedures related to document and record control systems. This includes, but is not limited to:
o Indexing, updating, storing and archiving lab documents and records, Health & Safety documents and records, laboratory quality management system documents and records and laboratory management personnel training records ;
o Scanning and uploading documents related to equipment maintenance and calibration, repair reports, certificates, training reports, etc;
o Update the equipment activities and upload the related reports to the Asset management system (DAX/Votiva).
· Support Laboratory Manager and Quality Assurance officer in organizing the maintenance and calibration of lab instrument such as freezers and pipettes. This includes, but is not limited to:
o Developing routine preventive maintenance and calibration contracts and check the content of the contracts related to Equipment together with the purchasing team;
o Follow-up the execution of those contracts;
o Accompany external engineers coming to perform the maintenance on the different sites;
o Collect and upload the maintenance reports and coordinate with finance in clearing the payments in time;
o Support to do the inventory for Equipment in all sites once per year.
· Support the lab team along the supply chain of stationary, lab consumables and reagents:
o Monitor inventories and prepare purchase requests in a timely manner,
o Communicate with suppliers and vendors and liaise with the Purchase department to collect quotations,
o Organize reception of items, using freezer-works for labeling and recording,
o Manage the stock, including monthly tracking of expired or soon-to-expire items, and planning and conducting inventories,
o Liaise with OUCRU's CTU, Customs Offices, and Liaison Officers at OUCRU's partnering institutions for obtaining import permits and retrieve items out of customs, as per Vietnamese regulations.
· Initiate, organize, and support Laboratory Manager and Quality Assurance officer in the monitoring of temperature in lab equipment (freezers, incubators), summarizing the monitoring data, and respond to anomalies signals.
· Support the Laboratory manager and Quality Assurance officer in organizing meetings, internal and external audit programs, and training programs, as per OUCRU procedures.
· Perform small handiwork on lab equipment (defrosting freezers, cleaning water filters,...) and deal with equipment problems (identify the manufacturer/maintenance officer, contact with engineer to fix the problem, arrange visit, and follow-up the effectiveness of repairs), under the supervision and the responsibility of the Quality Assurance officer and/or as per equipment manufacturer's instructions.
· Support Laboratory manager in budget preparation, expenditure tracking of budget and materials.
· Secretarial tasks such as minute the Lab meetings, translation (VN-EN and EN-VN), data entry, administrative and logistic support for meetings and trainings,...
· Work as a substitute for other lab management staff in their administrative responsibilities.
· Other duties related to lab management as requested by the Laboratory manager
Selection criteria
Essential:
· BA/BSc
· Documented experience in secretarial job (>1 year)
· Knowledge in document management system and methodical approach to record-keeping
· Experience in dealing with suppliers/manufacturers to perform equipment maintenance and repairs
· Knowledge in purchase process and stock management
· English basic skills in reading, speaking, writing and listening.
· Familiarity with computers, particularly MS Office: Word, Excel, PowerPoint, Access and email.
· Able to work under pressure and multitasking skill
Desired:
· Experience in document management system
· Experience with laboratory work, or with healthcare institution, or research setting
· Experience with import process in Vietnam
· Well organized, enthusiastic and committed to Science/Research
· Team player, Reliable
Benefits
- Contracted salary:
o Grade: RS2/IC2
o Salary ranges: from 856 USD to 899 USD gross per month
- Optional insurance : In-patient and out-patient medical coverage; Personal accident insurance coverage
- Two months salary for annual bonus and clothes
- Annual leave 18 days/year for the first year, a maximum of 30 days
- Other responsibilities and benefits are based on Viet Nam Labor Law.
How to apply
Interested candidates are invited to send curriculum vitae, cover letter and copies of relevant certificates by email to Ms. Pham Thi Thanh Hoa - Operations Manager
* The cover letter should detail:
- What part of your education, training or employment history has best equipped you for this position and why you would be a good candidate?
- Contacts of two referees who are your latest HR/ line manager and can provide details of relevant work experience and attitude
*** We thank all candidates for their interest but only short-listed applicants will be notified for interview.
Contact person
Pham Thi Thanh Hoa
Deadline for submission
15 April 2024