WVV MDM and Administration Assistant

19428-10N28077
Thu Do Ha Noi
Quan Hoan Kiem
31-Aug-21
International Role - No - Only National applicants will be considered.
2+ Years

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organization 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 been funded 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 430 staff, of which 99% are Vietnamese nationals.

Currently, World Vision Vietnam is operating in 5 zones: North 1 (Hoa Binh and Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa, Hai Phong), Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s AP usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s 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.

PURPOSE OF POSITION:

1. To support World Vision Vietnam in administrative service, maintaining effective reception and filing system.

2. To provide assistance to the Government Relations & Administrative Officer and MDM support to all Procurement Officers in admin and procurement tasks.

KEY RESPONSIBILITIES:

I. Master Data Management

  • Register, update or deactivate user accounts, suppliers, contracts, items and partners on Provision system

  • Do Blocked Party Screening for all suppliers and partners in the designated system

  • Promptly update the pre-qualified suppliers database

  • Assist remote buyers (in Central and South area) in completing procurement contracts submission process and properly keep the procurement records as instructed.

  • Carry out any other master data management tasks assigned by supervisor.

II. Administration

  • Purchase general office assets as per the Procurement guide

  • Support APs in office renting and motorbike registration

  • Support receptionist in monthly payment relating to EMS, transportation, office renting, air tickets, hotel, and office supplies etc. to Finance Dept. on time and ensure proper cost charges to departments/Aps

  • Follow and tracking the payment status for suppliers under Admin

  • Follow, tracking to extend/ sign contract under Admin such as courier, air ticket, hotel and etc

  • Logistic support and preparation for trainings/workshops/events in Hanoi office including booking hotel/meeting venues, tea break, lunch; and ensure proper charges to APs/projects/departments.

  • Support expatriates in renting appropriate housing

  • Carry out any other administrative tasks assigned by supervisor

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, photocopier and others as an advantage

- Ability to oversee day to day operation

- Strong organization skill with a problem- solving attitude

- Attention to detail

- Knowledge of basic accounting

Experience

- Prefer to have 01 year relevant experience and be passion in office administration to help others and contribute to the success of the Department/ Organization.

- Fresh graduate with fast learning ability, strong potential and clear career path is also welcomed.

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

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.