Administrative Assistant (WVV)

• Work base: Dak R’lap district, Dak Nong province
• Deadline for application: 4 September 2023

WVV Area Program Administrative Assistant in Dak R'lap

Work context/background

WVV is operating in 4 zones: North 1 (Hoa Binh, Dien Bien), North 2 (Yen Bai, Tuyen Quang, Hai Phong), Central (Thanh Hoa, Quang Tri and Da Nang) and South (Quang Nam, Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s Area Program (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 Area Program (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

This position aims to assist Area Program Manager and team members in implementing the administrative tasks of the AP including procurement, payment, sponsorship services, office logistics for events/visits, etc. He/she is expected to contribute to the effective operations of the AP, in alignment with WVV’s strategy and policies.

Role dimension/description

• Arrange logistics (transportation, accommodation, venue, stationaries, printing, etc.) for AP activities, events and visits under the supervision and support of AP Coordinator.
• Prepare and track logistic purchase requests on Provision and get support from the Zonal procurement officer to complete the procurement process in alignment with WV’s procedures and policies.
• Support Development Facilitators (DFs)/ Sponsorship Facilitator (SFs)/Coordinators to aggregate information and fulfil orders (creation PO/registration and payment process) for centralized procurement on a quarterly.
• Support DFs to complete required documents for procurements when needed.
• Enter the lists of MVC who are beneficiaries of program activities in the MVC support monitoring file/system.
• Scan the required documents for payment requests to be uploaded on the system and storage purpose.
• File necessary procurement and payment documents in order
• Procure and pay office equipment and utilities.

• Arrange logistics (transportation, accommodation, venue, stationaries, printing, etc.) for sponsorship events and visits under the supervision and support of SF.
• Support local partners to buy Gifts (belonged to GN) for RC based on approved TOR, follow up and collect photos as well as relevant documents as required.
• Contact local partners to follow up progress of correspondences, Child Expression Worksheet to ensure they are in alignment with sponsorship standards.
• Support SF to track the progress and check the quality of pictures and videos of RC.
• Assist SF to track RC and their parents’ participation in programming.

• Take responsibility for personal security, accurately identify and assess the dangers and respond in the most appropriate way; take all good faith efforts to keep other WVV staff and property secure with guidance and instruction as being trained by WVV.
• Other tasks assigned by the manager to the team performance.

Knowledge, Skills, Abilities

• At least 1 years’ experience in administrative assistant

• College degree in any field
• Motorbike driving licence

• Carefulness, proactiveness, hardworking and detail oriented
• Proficient use in Word, Excel, PowerPoint and email
• Willingness to learn and grow
• Willingness to support articulate and demonstrate World Vision’s core values in meaningful ways to children and communities.
• Basic understanding of and experience in development/humanitarian works would be an advantage

How to Apply

Interested candidates are invited to submit your application by sending the CV and Cover Letter to WVV_recruitment@wvi.org.

• People and Culture Department

World Vision International - Vietnam

• Address: No. 444 Hoang Hoa Tham street, Tay Ho District, Hanoi.
• Tel: 024. 39439920

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