Office Administrator

The German Red Cross (GRC) is part of the world wide Red Cross and Red Crescent Movement assisting victims of conflict and disaster and people affected by social or health related crisis. The Red Cross Movement provides to vulnerable people assistance without discrimination as to nationality, race, religious beliefs, class or political opinions and adheres to the seven principles of the Red Cross movement: Humanity, Impartiality, Neutrality, Independence, Voluntary Service, Unity and Universality.

In Vietnam GRC is supporting its local partner, the Vietnam Red Cross (VNRC), to implement projects in the field of Disaster Relief & Rehabilitation, Disaster Risk Reduction & Climate Change Adaptation, Water & Sanitation and Capacity Building.

Currently GRC is looking for an Office Administrator.

Duration    12 months, starting from 1st November 2014 on a full time basis
Location    GRC Office in Hanoi, 68 Nguyen Du
Report to    GRC Country Representative

Main Roles and Responsibilities

Tasks shall include, but not be limited to, the following:

Admin/ logistics & office management

• Manage a medium office (20 work stations)
• Provide logistic preparation and arrangement for field trips, visits, workshops, trainings as requested (transportation means, hotel booking, visa, pick-up, venue, etc.)
• Manage the office equipment maintenance and communication system
• Update and manage the office and project inventory list half-yearly
• Purchase office supplies and equipments and prepare related payment requests
• Arrange and manage office car’s usage
• Prepare and manage correspondence (mails, postages and letters/faxes in and out)
• Supervise the office filing system
• Arrange for GRC visibility (t-shirts, caps, backpackers, etc.)
• Focal contact person with the landlord on the office rent
• Participate in meetings and draft the minutes
• Provide translation and interpretation (English - Vietnamese and vice versa)
• Collect information and provide VNRC with the monthly activity updates on GRC projects
• Collect information and provide PACCOM with updates on GRC projects twice a year

Support in HR

• Support in recruitment process (upload job vacancies, collect applications, arrange tests and interviews)
• Prepare HR documents (job offer, contract, notice of contract termination, etc.)
• Arrange for accidental/ health insurance for new local staff
• Inform DIPSERCO on new staff
• Liaise with PACCOM & DOLISA on work permit and visa for expatriates
• Update the security documents and staff contact list
• Update the monthly summary of leave of local staff
• Arrange annual health checks for local staff
• Line-manage the GRC driver and cleaner

Support in program (relief & recovery projects)

• Support in procurement of relief items in line with GRC regulations (CBA, contracts etc.)
• Ensure the filing of main project documents (agreement, IEC materials, etc.)
• Provide translation and interpretation (English - Vietnamese and vice versa)
• Perform other appropriate duties as required

Minimum qualifications

• Demonstrated advanced knowledge of standard office policies and procedures
• At least 5 years working experience in a similar position in an INGO
• Knowledge of Red Cross/ Red Crescent principles and willingness to adhere to them

Language/Computer

• Excellent command of written and spoken Vietnamese and English
• Good computer skills: MS Office, e-mail, word processing, Excel, ppt, etc.

Personal skills and abilities

• Strong organisation, interpersonal, communication and negotiating skills
• Exercise discretion and independent judgment
• Proactively manage multiple responsibilities and maintain a heavy workload
• Flexible, adaptable and able to manage changing priorities and stressful situations
• Good analytical and reporting skills with attention to detail
• Sense of initiative and responsibility
• Ability to work in team as well as independently

Application Procedure

Interested Vietnamese candidates are invited to send their applications by email in English consisting of a CV and a letter of motivation to: [email protected]. Please indicate clearly your application subject: “Application for Office Administrator”.

Deadline: 25th September 2014 at 17:00, Hanoi time