- To support World Vision Vietnam in maintaining effective reception and filing system
- To provide assistance to the Administration Officer & Administration and Procurement Manager in admin tasks.
Areas of Responsibility:
Receptionist
- All incoming telephone calls are answered in a courteous and professional manner, and directed to concerned staff and visitors. Cordial greetings are demonstrated to all visitors, the visitors’logbook is filled-in.
- Outgoing mail pouches for courier service, post office or other means of delivery are handled accurately and timely. ; all in-coming mail pouches, post office mail, newspapers, other deliveries are received and appropriately distributed to relevant staff.
- Incoming faxes are received and forwarded to appropriate recipients.
- The magazines and newspaper rack is in order.
- All forms (Material Request, , Payment Request, travel request,..) are well arranged and kept properly in administration area.
Logistics support & Vehicle management
- Safe vehicles for staff and visitors are hired or arranged in a cost effective manner. Ensure the hired drivers are well oriented on WVV’s Road safety regulations.
- Logistic support and preparation for trainings/workshops in Hanoi office including booking hotel/meeting venues, tea-break; logistics support for Day of Prayers, Christmas Party… and making payment to ensure proper charges to APs/projects/departments.
- The stationery supplies are arranged and stationery inventory is maintained.
- First-aid kits are kept, updated and provided to staff in a timely manner.
- Monitor the work of the Outsourced cleaning company to ensure the cleanness and tidiness in Hanoi office
- Other administrative tasks and assignments are carried out as and when necessary
Payment and Petty cash management
- Petty cash management.
- All bills and invoices relating to Mineral water, EMS are collated, reconciled and submitted for approval and payment to ensure proper charges to APs/project/departments.
- All bills and invoices relating to taxi, office equipment maintenance are collated, reconciled and submitted for approval before the 25th date each month and payment to ensure proper charges to departments.
Educational Background:
College or University graduate
Skills/Experience:
(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)
- Good communication skills in English and Vietnamese
- Good analytical skills.
- Good interpersonal skills.
- Knowledge of computer (Microsoft Word and Excel), and office machine such as Fax, Telephone system, photocopier, and others as an advantage.
- Knowledge of basic accounting.
- Ability to oversee day to day operation.
- Strong organization skill with a problem- solving attitude
- Attention to detail
- Ability to work independently and under minimum supervision
- 1-2 year relevant experience in office administration and have passion for administration work to help others and contribute to the success of the Department/ Organization.
- Fresh graduate with potentials to learn fast is also welcomed
- Work with many people (including virtually) from different geographical locations to provide administrative support
- Fast pace and multi tasking Office
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 6 2018
Active Until:
Oct 7 2018
Hiring Organization:
World Vision
industry:
Nonprofit