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

2. Telephone Reception

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

3. Visitor Reception

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

4. Post Office

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

5. Personnel

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

6. Office Supply Inventory

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

7. Communications

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

8. Correspondence Record

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

9. Cash Advance Management

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

10. Other Duties

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

What does our ideal Administrative Assistant have to offer?

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

How to apply:

Interested candidates are invited to send their CV to the Human Resource Division via the email address thuthuytran.env@gmail.com.

Email subject: [Position] Full name.