Senior Admin & Procurement Officer

Mô tả Công việc
I. ADMIN: Plan and manage the day-to-day operations of the GEV Admin functions in the timely and efficient manner, including:
1. General administrative services
a. Office premises & facilities management
· Lease Agreement with the office building
· Overall managing the office premises to ensure efficient and smooth operation
· Scheduling and monitoring of office maintenance/repair work (aircon, lights, utilities)
b. Office supplies procurement and contracts
· Office supplies: stationery, office/IT equipment (both purchase & rental)
· Printing, translation services
· Gifts (premium gifts, Mooncakes, Tet Gifts...)
· Daily sundries & catering items
c. Outsourcing services management
· Car rental contracts and daily schedule of Drivers
· Cleaning service contract and supervision of daily cleaning work
d. Courier service
· In-coming mails receipt and distribution
· Out-going mails delivery
e. Taxi/Grab service
· Taxi contract and cards usage control
· Grab account for company and registration for users
f. Business travel bookings
· Air tickets
· Transportation (company cars/car rental)
· Accommodation (hotels)
· Assisting travelers on expenses claims
2. Assets management
· Recording and controlling assets for regular/ad-hoc inventory reports.
3. Expat Service:
· Accommodation contracts for expats in HCMC & Hanoi
· Legal paperwork for expats: Visa, Work Permit, TRC, etc.
4. Events/parties organization or coordination with HR
· Company events
· Internal parties
5. Admin budget and expenses
· Assisting line manger to prepare annual budget for admin expenses
· Recording and controlling actual expenses to be under the budget
· Preparing all frequent/ad-hoc payments for office expenses within deadlines and procedure
II. PROCUREMENT :
· Manage the procurement activities for the MKW's O&M, ensuring that all activities are carried out in a timely and cost-effective manner.
· Ensure that all procurement-related activities for O&M are carried out in compliance with the Company's regulation and procedure, including sourcing vendors, bidding and negotiating contracts.
· Collaborate with Plant Manager, O&M team and other stakeholders to ensure that procurement schedules are met and within budget.
· Conduct regular audits of procurement process to improve and implement corrective actions.
· Develop and maintain relationships with suppliers and contractors, ensuring that they meet the Company's requirements and expectations.
· Prepare regular reports on relevant procurement activities as per procedure and requirement.
· Manage the procurement documents, ensuring that all records are accurate, complete and up-to-date.
· Participate in meetings of MKW and provide regular updates on procurement activities and issues.
III. Assist line managers in developing and improving administrative and procurement procedures.
IV. Ensure Admin and Procurement filing system is maintained sufficiently and up to date.
V. Prepare the regular and ad-hoc reports on work progress as assigned by the Company and/or line managers.
VI. Back-up and/or support other team members (Secretary / other Admin & Procurement / IT function) when required.
VII. Manage / handle other ad-hoc tasks assigned by line managers.
VII. Be willing to travel to Binh Dai at least once per month. Working time at site may take up to 40% of total working time.