AP Administrative Assistant (WVI-USA)

Job Description

Work base: 01 position in Minh Long district, Quang Ngai province

Deadline for submission: 10/11/2023

WORK CONTEXT

World Vision is a Christian relief, development and advocacy organization working to improve the quality of life of people, especially children who are marginalized and living in poverty. World Vision helps all who are in need, regardless of their 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. World Vision Vietnam (WVV) has been funded from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non-Sponsorship (PNS)/grants (30%). WVV employs about 430 staff, of which 93% are Vietnamese nationals.

WVV is operating in 14 provinces and cities. 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 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.

MAJOR RESPONSIBILITIES

1. PROGRAMS OPERATIONS

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 DFs/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
Timely and effective logistic and procurement support
Compliance with procurement and financial policies and procedures
Accuracy of MVC support data
Procurement and payments documents kept in order

2. SPONSORSHIP SERVICE OPERATIONS

Arrange logistics (transportation, accommodation, venue, stationaries, printing, etc.) for sponsorship events and visits under the supervision and support of Sponsorship Facilitator (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.
Sponsorship events are completed successfully and effectively.
Meaningful contribution to sponsorship service and sponsorship 2.0 products with high quality and effective.

3. OTHER

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:

Education

College degree in any field.

Knowledge & Skills (preferred)

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
Travel to communes and village within the district of the AP
Satisfactory pre-employment medical report verified by medical doctors from licensed hospital

Experience

At least 1 years’ experience in administrative assistant.

Language Requirements

Vietnamese: Fully Fluent
English: Elementary

Please apply via this link: WVV AP Administrative Assistant in Minh Long - Quang Ngai

Our contact details are:

People and Culture Department

World Vision International - Vietnam

Address: No. 444 Hoang Hoa Tham street, Tay Ho District, Hanoi.

Tel: 024. 39439920

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.