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WVV Administration Officer

10691-13N00078
Quan Hoan Kiem
15-Jul-18

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 18,000,000 (FY17) with funding from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 440 staff, of which 99% are Vietnamese nationals.

Currently, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North1(, Hoa Binh, Dien Bien), North 2 (Yen Bai Tuyen Quang ), North 3 (Thanh Hoa, Hai Phong, Hung Yen), Central (Quang Tri, Quang Nam Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). From FY18, WVV adopts and implements the new operating model, therefore, the name of ADP will be changed to AP (Area Programme). WVVs APs usually focus within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVVs Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

WVV has a representative office in Hanoi, which is the work-base of about 60 staff, the Administration unit also provides support to WVV staff across the country as required.

WVV receives funding from different 13 support offices and thousands of donors, sponsors worldwide. To maintain the relationship with these partners, WVV receives and facilitates hundreds of visitors annually to their funded project/programs activities to monitor and evaluate the impact of their support. Each trip being coordinated and facilitated effectively is the main responsibility of this position.

KEY RESPONSIBILITIES:

ROLE DIMENSION/DESCRIPTION

End Results Expected

Time Spent

Logistics support & Vehicle management

  • Vehicle arrangements for staff travelling are scheduled and coordinated pre-planning of trip.

  • Transportation hiring for staff and visitors are arranged in a cost effective manner. Road safety regulations are strictly followed when hiring vehicles.

  • 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.

  • Clean up the kitchen ware and keep them in the right place.

  • Assistance is provided to the Administration and Procurement Manager in monitoring the work of cleaning company to ensure the cleanness and tidiness in Hanoi office

  • Other administrative tasks and assignments are carried out as and when necessary.

30%

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.

  • Beverages are well prepared and served to visitors to WV office.

  • The visitor information package is updated and well prepared before delivering to visitors in a timely manner.

  • Outgoing mail pouches for courier service, post office or other means of delivery are well prepared; all in-coming mail pouches, post office mail, newspapers, other deliveries are received and appropriately distributed to staff.

  • Incoming faxes are received and forwarded to appropriate recipients.

  • The magazines and newspaper rack is in order.

  • All forms (MR, leave, Payment Request, travel,..) are arranged and kept properly in administration area.

30%

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.

20%

Fix asset management

  • Fixed Asset registers are maintained and inventoried periodically, including physical verification of assets.

10%

Tracking and Reporting

  • Create monthly quality and delivery metrics and reports for suppliers to ensure they meet agreed upon standards

  • Monitor & report supplier performance.

  • Track and report on the agreed deliverables to the HoD.

  • Supervising Administrative intern, volunteer

5%

Professional & Personal Development

  • Demonstrating an understanding of and commitment to World Visions Core Values in the approach to work and relationships;

  • Work and Life balance

  • Current career plan that is consistent with World

  • Visions strategic goal

5%

JOB REQUIREMENTS:

Knowledge, Skills, Abilities:

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

Education

- College or University graduate

Knowledge & Skills

- Good communication skills

- 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

More than 3 years relevant experience in office administration and have passion for administration work to help others and contribute to the success of the Department/ Organization.

Experience

Work Environment

- Work with many people from different regions to provide administrative support

- Ability to work independently and under minimum supervision

Core Capabilities:

Achieving Capabilities:

Achieving quality results and service

Practicing accountability and integrity

Communicating information effectively

Self-Managing Capabilities:

Demonstrating Christ-centre life and work

Learning for growth and development

Maintaining work/life balance and effectiveness

Thinking Capabilities:

Thinking clearly, deeply and broadly

Understanding the Humanitarian Industry

Understanding World Visions mission and operations

Practicing innovation and creativity

Relational Capabilities:

Building collaborative relationships

Practicing gender and cultural diversity

Influencing individuals and groups

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are: People and Culture DepartmentWorld Vision International - VietnamAddress: 4th floor, the HEAC building, 14-16 Ham Long street, HanoiTel: 024. 39439920 (ext.118)

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.