Admin/Procurement Officer (PSI)

Job description:

Organisation Name: PSI
Location: Hanoi
Application Deadline: Fri, 2024-04-26

Background:

Established in 2005, PSI/Vietnam is affiliated with an international network spanning more than 50 countries around the world. PSI/Vietnam has used social marketing techniques to fill market gaps and motivate improved health behaviors including malaria, TB, reproductive health, HIV/AIDS, sanitation & hygiene, and non-communicable diseases. PSI provides products, services and behavior change communications that improve the health and well-being of underserved communities. For more information: www.psi.org

As per work requirement, PSI/Vietnam currently seeks a high motivated individual to serve as Admin/Procurement Officer. This position will be the full-time, 2-year contract, to be based in Hanoi and will report to the PSI’s HR/Adm Manager

Position summary:

The job incumbent is responsible for ensuring effective and professional administrative activities to support PSI’s office operations. He/she is also in charge of PSI’s procurement goods and services while ensuring full compliance with relevant policies and donor’s requirements.

Key responsibilities include but not limited to:

Ensure the professional reception including the tidy and well-organized reception and conference room, pantry, etc. Be responsible to monitor the use of stationery and office supplies.
Maintain and/or improve an effective admin filing. Manage assets at PSI office and conduct conciliation with Finance team on a quarterly basis.
Provide on-time and effective logistics support for staff members and/or visitors (e.g. visa, air-ticket and hotel reservation, etc.) – while ensure full compliance with PSI’s travel and procurement policies.
Monitor the use of office transportation including taxi utilization. Ensure the well-prepared and high accuracy monthly documentation set before submitting to Finance for payment.
Support HR/Adm Manager to secure timely approval from relevant governmental agencies for PSI’s events/workshops.
Work closely with supervisor to organize internal HR projects e.g. staff meeting, building capacity & social activities.
Be in charge for procurement goods and services in line with design/technical specification and Scope Of Work (SOW) while ensure full compliance with PSI’s related manuals and donor’s requirements
Keep track of the contracts progress. Follow up with vendors for full and valid payment documentation. Work closely with relevant department to ensure leadtime, deliverables and management of stock for products/services
Manage contract porfolios, system of samples, promotional materials and products.
Monitor, update Vendors list and conduct periodical Vendor Performance Evaluation to ensure full compliance with applicable procurement policy
Encode and monitor Purchase Order (PO) in financial system and prepare periodical procurement report

Benefits:

Successful job holder shall be entitled to:

To be a part of dynamic, results-oriented team at professional level including opportunity to leverage technical knowledge including world-class financial system.
To be eligible for the high-class, private health and 24/7 accident insurance package for you and your core family
To be eligible for an attractive annual vacation, holiday, sick leave as per PSI’s policy
Competitive gross annual salary package between US$ 8,918 - US$ 16,562 pending candidate’s qualification

Selection criteria:

University Degree in related social field
At least 3 year working experience in Administrative and Procurement and activities.
Proficiency in using computers and standard office software packages; experience in working with HRIS software – an advantage.
Proven ability to effectively communicate and coordinate at all levels – a must.
Carefulness, details-oriented and demonstrated well-organized skills – a must.
Fluency in English (written and communication) & Vietnamese – a must.
Related experience in an international development organization is desirable.

How to apply:

Interested candidates are requested to submit most updated curriculum vitae (CV) with a letter of interest as well as copies of relevant certificates/degrees. through email: hr@psi.org.vn by COB 26 April 2024