Programme Administrative Officer

The Role:

The Programme Administrative Officer ensures the effective and efficient support of the administrative process of the assigned programmes.

• Internal Job Grade: E1
• Contract: Fixed term, 1 year with possible extension
• Reporting to: Senior Programme Manager
• Location: Vietnam office in Hanoi

Key Responsibilities and Accountabilities

• Provide support as requested in preparation for program documentation and correspondence in the framework of the project cycle of Oxfam in Vietnam or requirements of the back donor;
• Arrange and monitor the (administrative) processes of the programs in line with ISO procedures and back donor requirements; to signal deviations within the different processes and remind the relevant staff members of this;
• Arrange the processes, registration and filing of the documentation and correspondence of the (core) processes, in line with applicable procedures and with the help of the automation systems;
• Prepare all relevant Oxfam meetings/workshops. If needed, to record action points and/or write the minutes, and to monitor their follow-up;
• Provide secretarial, administrative and organization support to assigned programs;
• Organize all duty arrangements (including hotel, transport and assisting with visas) of colleagues of the project and /or other visitors travelling to and from the field;
• Provide translation and interpretation supports to program activities.

Technical Skills, Experience & Knowledge

Essential

• Completed an education in secretarial, administrative or economic direction;
• Proven secretarial, administrative and organizational work experience;
• Excellent oral and written command of English and Vietnamese;
• Good computer skills and experience with SAP or other computerized information systems;
• A proactive attitude and you work systematically, you know to separate major and minor issues are accurate;
• Good interpersonal and communication skills and you are a team player;
• A flexible, customer-focused attitude.

How to apply

Interested candidates can send your application including motivation letter and curriculum vitae via this LINK.

The closing date for application: 20th March 2022

We regret that only short-listed applicants will be contacted.

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