Job Description
(Final version: May 2017)
Part one: Job Identity
Position Title / Administrative Assistant / Grade/Level / 1[1]
Unit / Finance/ Administration /

Job Code

/ RO-FAA
Location / VECO Vietnam Regional Office, Hanoi, Vietnam
Report to / Finance and Administration Manager
Responsible for /
  1. Guard
  2. Cleaner

Relation and Co-ordination / Name(s) of the functions or units / Type of relation e.g. coaching, sharing information etc
Finance Officer / Sharing information, collaboration
VECO staff / Sharing information
Purpose of the Job / This person provides administrative, operational & logistic support to contribute to the effective functioning of VECO Vietnam
Part two: Job Content and Context
Duties and Responsibilities / General administration
  • Renew the Office Registration Certificate with PACCOM,according to Vietnam’s regulations;
  • Book flights, accommodation and domestic travel, and arrange administrativeprocedures for staff and visitors;
  • Operate and maintain the library, including subscription tonewspapers and magazines;
  • Acquire programme-related publications (books, journals, articles, etc.) for the library;
  • Update calendar board for monthly schedule and remind staff to register if necessary;
  • Follow-up lease contracts forthe RegionalOffice and apartment/housing of expatriate staff (if any);
  • Oversee the Watchmenand Cleaner includingovertime/leave registration;
  • Conduct the annual inventory of VECO properties and keep up-to-date records of property custodianship of all VECO staff;
  • Ensure that VECO’s equipment/furniture are in full working conditions at all times;
  • Keep track of in-coming and out-going major documents for signature and/or action;
  • Maintain an updated list of staff development activities undertaken by staff that are funded and not funded by VECO.
Reception
  • Answer telephone and manage switchboard;
  • Receive guests, manage information pack for office guests and transfer to right staff;
  • Make sure thatthe office receives newspapers as ordered and keep themin order;
  • Collect and distribute incoming and outgoing correspondence (emails, faxes, letters);
  • Assist staff in photocopying, scanning and sending fax messages;
  • Ensure that the meeting room is in order.
Logistics
  • Monitor and purchaserequired office supplies and stationeries, to ensure that sufficient stocks are available and supplied timely to the staff;
  • Prepare logistics (procurement material) for workshops, trainings, meetings, travels, team building activities, etc.;
  • Liaise with printers anddesigners for publications (calendars, brochures);
  • Procurement of VECO assets;
  • Organize celebrations for parties and anniversaries when needed;
  • Coordinate field visits forVECO International staff and official visitors, beyond Programme activities.

Personnel support
  • Correspond with Dipserco regarding any changes in HR information;
  • Transact with Insurance agencies (accident and health care insurance) for the benefit claims of VECO staff;
  • Process visa applications for both national and co-operant staff and family members;
  • Assist newly-arrived expatriate staff and their families for smooth entry and accommodation in the country;
  • Assist departing expatriate staff and their families in exit procedures and logistics;
  • Advertise job announcements to media platforms.
Communication
  • Ensure the smooth operation of the ICT network of the Regional Office, both in terms ofhardware and software.Advise the Admin & Finance Manager on improvements in the ICT system;
  • Extend translation support in day-to-day operations of the Regional Office in both written and spoken English and Vietnamese, including translation of communication content for VECO’s website and social media;
  • Translation and interpretation support (oral and written) to expatriate staff, and VECO guests during day-to-day office work, meetings, discussions, and programme field visits;
  • Support VECO’s Communication Officer to update VECO VN’s social media pages and to identify relevant content to share;
  • Manage the corporate stack of pictures;
  • Manage the internal filing system of the VECO server, ensuring confidentiality and integrity of stored information;
  • Liaise with mass media (television, radio or newspaper), together with the senior staff and/or HO staff, if necessary.
Finance
  • Manage the Office’s petty cash
Others
  • Undertake other duties that may be assigned by the Finance and Admin Manager.

Authority /
  • Manage the Watchmen and the Cleaner

Accountability /
  • General administration,logistic and personnel support;
  • Management of VECO office property and its functionality;
  • Petty cash of VECO office.

Key Result Areas /
  • Efficient and effective operation in administration, logistic and personnel support;
  • Smooth running of office equipment/furniture;
  • Good petty cash management.

Performance Indicators /
  • Good management in reception area including meeting room;
  • Good behavior and communication with both VECO staff and visitors;
  • Appropriate support provided in arranging travelsand administration procedures for staff and visitors;
  • Proactive support in logistic for the office and workshop/training upon VECO’s requirements;
  • Orderliness of small office material (e.g. stationery);
  • Timeliness in personnel support;
  • Proactive in coordinating VECO social events

Part Three: Job Competencies (Specifications)
Academic Attainment /
  • Bachelor’sDegree in Business Administration, English or other related fields

Knowledge, Skills and Ability Requirements /
  • Good knowledge ofadministration;
  • Experience working in an international environment;
  • Flexible, ability to work quickly and accurately under pressure or stressful conditions;
  • Good communication skills in general and good intercultural communication;
  • Good listening skills;
  • Good interpersonal skills;
  • Well organized and respectful ofdeadlines;
  • Ability to work independently and in a team;
  • Fluent in English and Vietnamese.

Work Experience /
  • At least 1 year of experience working in administration, preferably for (an)international development organization(s)

Aptitude and Interests /
  • Friendly and willing to help others;
  • Has a strong affinity with VECO’s mission and values;
  • Has a positive attitude focused on finding win-win solutions;
  • Acts with integrity and respects others (working together);
  • Constructively challenges self and others (making it happen);
  • Can be relied on to deliver commitments (accountable);
  • Creates strong morale and spirit in his/her team, fosters open dialogue and shares successes (building effective teams);
  • Inspires people to act (in accordance with the vision/plan of VECO);
  • Is willing to learn and share lessons learnt.

1

[1] VECO Vietnam adopts a 6-rank system: Rank 6 = Programme Manager (Regional); Rank 5 = Department Managers; Rank 4 = Field Manager (Antenna Offices); Rank 3 = Unit Coordinators; Rank 2 = Field Antenna Officers; and Rank 1 = Office Assistants and Support Staff.