Admin and Program Assistant

The Opportunity -

Admin and Program Assistant [1]

This position will support Admin - Human Resources division and  Sponsorship Program in implementing administrative and personnel duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam. 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

Administration  (60% LOE)

• Be in charge of photocopy, scan of contracts, documents, office petty cash management
• Facilitate workshops, induction and training
• Support with communications with suppliers
• Be in charge of logistics for office events, workshops
• Provide internally support sevices to Sponsorship team members in doing logistics and arrangements for travelling (contact suppliers for transportation and hotel booking after PO confirmed, receive invoices from suppliers  etc.) on the online procurement system (Prosave)
• Manage and update staff personal vehicles (motorbikes/ cars) for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
• Be in charge of managing office stationery and storage
• Take Support Services team meeting minutes
• Manage and supervise office cleaner’s duties tasks
• Maintain daily office administration, manage employees entering and leaving the office must comply with protocols.
• Office assets management according to SCI policies, physical asset check twice per year.
• Other Admin  tasks assigned by Line Managers

Program and Sponsor & Child Servicing (40% LOE):

• Proccessing payment claim for consultants
• Support logistic arrangement (stationery, printing/photocopying materials, payment claim) for program workshops/training/activities managed by SC
• Support to input data into the Program database with guidance from Program staff: pretest and post-test, extract reports submited by teachers using Kobo app (when requested by program coordinator)
• Responsible for managing the inventory of sponsorship program materials (promotional items, printing materials,…) in collaboration with Program and Sponsor & Child Servicing staff.

Working contacts:

• Internal: All staff including Programs members, Support Services team members in Lao Cai and Support Services team members in Hanoi Country office and other provincial offices.
• External: Consultants, partners (Social Insurance agency, Taxation agency, recruitment business, etc.) and local competent authorites.

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for managing resources efficiently, achieving and role modelling SC values
• Holds staff and partners accountable to deliver on their responsibilities with strong support for using their knowledge and creativity to deliver according to communities/beneficiaries’ needs, and also providing the necessary guidance/help improve performance, including appropriate consequences when results are not achieved

Ambition:

• Set ambitious goals for self; be creative and proactive for professional development;
• Widely share a personal vision for SC Vietnam programs in line with SCI vision; engage and motivate others;
• Be future orientated and think strategically

Collaboration:

• Build and maintain effective relationships with team, colleagues and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develop new and innovative ideas, especially solutions to problems/challenges
• Be willing to take disciplined risks for children’s, youth’s and women’s wellbeing

Integrity:

• Be honest and encourage openness and transparency in all professional matters

QUALIFICATIONS

• Bachelor’s degree in public administration, human resources, business administration or relevant field;

EXPERIENCE AND SKILLS:

Essential:

• At least 2 years of working experience in administration and logistics sectors (with NGOs is preferable)
• Good understanding of local regulations on labour and social insurance
• Ability to exercise tact and diplomacy and to deal with a variety of highly confidential and sensitive issues with discretion;
• Good  interpersonal, communication and teamwork skills;
• Good prioritization skills and ability to coordinate a variety of work activities;
• Fluent English speaking and writing skills;
• Proven commitment to children rights and equality of opportunity;
• Good computer and IT skills.

Desireable

• NGOs networks and knowledge.

Additional job responsibilities

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The job holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Safeguarding

We need to keep children, communities and SC staffs safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education, and child protection. We also campaign and advocate at the highest levels to realize children’s rights and ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:

Job Description - Lao Cai - Admin and Program Assistant - National Only (230002NZ) (taleo.net) [2]

Location: Pjico Building, 275 Le Thanh, Bac Cuong, Lao Cai

Closing Date: 30 June, 2023

If you have any issues with applying via our system, please send an email explaining your troubles to  [email protected] [3]

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

We believe that gender equality is a basic right for all people

All employees are expected to carry out their duties by our global anti-harassment policy.