Administrative Assistant

ABOUT ENV

Education for Nature - Vietnam (ENV) was established in 2000 as Vietnam’s first non-governmental organization focused on the conservation of nature and protection of the environment. Our mission is to foster greater understanding amongst the Vietnamese public about the need to protect nature and wildlife. We employ creative and innovative strategies to influence public attitudes and mobilize Vietnamese citizens to live in balance with the natural world. We work closely with government partners to strengthen policy and legislation and directly support enforcement efforts in the protection of endangered species of national, regional and global significance.

Position Description

Education for Nature-Vietnam (ENV) is looking for Vietnamese candidates for Administrative Assistant positions. The Administrative Assistant will be based in Hanoi and responsible for all administrative aspects of ENV operations as described below. The Administrative Assistant reports to the HR & Admin TL, Admin & Finance Manager.

What will you do?

1. Maintain Front Office Cleanliness

• Ensure that the reception and conference areas are clean and tidy at all times
• Ensuring that the office is clean and clear of any stored materials, equipment, or other debris that is not actively in use

• Answer the main telephone for ENV and international partner organizations in accordance with ENV standards
• Take and deliver messages for ENV and partner staff that are not present
• Send and receive faxes
• Train other staff to answer the ENV main telephone when the Admin Officer is out of office

• Professionally greet visitors of ENV and partner organizations
• Enforce ENV security requirements, in terms of office access and escort requirements

• Make weekly trips to the post office to collect and send mail and parcels

• Follow up staff birthdays and send e-cards. Organize monthly a staff birthday party
• Organize employee of the month
• Organize quarterly staff party
• Managing accurate employee sign in and sign out logs and providing copies of these registers each Monday for the previous week to the HR & Admin TL to public on envcrew

• Ensure that ENV maintains an adequate stock of office supplies, printer cartridges, paper, and other required supplies in order to ensure that materials are available when in need
• Ensure that drinking water is available in the office at all times. Coffee and tea is available in the office as well for visitors

• Communicate regularly with the HR & Admin Team Leader, Administrative & Finance Manager and ENV Management Board
• Assist the Communications and Public Awareness Team in organizing, preparing, and executing distributions of ENV materials

• Maintain a log of documents and materials that are sent out by ENV

• Receive & manage advances from Admin & Finance Manager for payments under admin
• Receive & manage advances from Admin & Finance Manager & distribute advances to other ENV staff

• Maintain and update the ENV non-computer list and provide an updated monthly report to HR & Admin TL
• Maintaining equipment in the office and maintenance records for all ENV capital equipment
• Maintain ENV office filing systems
• Complete other duties and assignments as specified by the HR & Admin TL, Finance Manager & ENV Management Board

• College degree with good English is preferred
• Having administrative experience
• Honest, careful, and the ability to pay attention to details and carry out work accurately
• Time management
• Ability to work independently with limited supervision, take initiative
• Good communications skills and able to communicate and work with others
• Computer literacy: Word, Excel, Internet