Project and Administration Assistant

Project and Administration Assistant

Recruitment Notice

1.       Loreto Vietnam

Loreto Vietnam (formerly known as Loreto Vietnam Australia program (LVAP), and Loreto Kids Charity (LKC)) is a registered international non-government organization (INGO) in Vietnam (Permit Number: 15/CNV-VPDA) dedicated to the reduction of poverty through beneficial, qualitative and responsive educational opportunities for underprivileged and disabled students. Since 1997, Loreto Vietnam has reached out to over 60,000 children through our projects; giving them support in various forms to foster an encouraging learning environment. Our staff are comprised of a dedicated, small team based in Ho Chi Minh City, Vietnam.

2.       Position

The Project and Administration Assistant is responsible for the general office reception responsibilities and administrative support.

3.       Major Responsibilities:

Administration responsibilities:

• Being initial contact point for the office inquiries and communication.
• Organizing project/ field visits - transport, accommodation and other logistics.
• Monitoring and ordering office supplies, and procurement requirements with appropriate services and vendors.  Researching and identifying competitive suppliers for project related equipment and supplies.
• Managing the office petty cash, preparing small cash payments, and preparing monthly petty cash report.
• Overseeing office machine maintenance (air-conditioners, laptops, printers, shredders).
• Managing mail in/out
• Providing translation and interpreting as required.
• Maintaining office filing of documentation and archiving.
• Other ad-hoc tasks as required

Project responsibilities:

• Assisting in organizing and taking part in project/ field visits to monitor project progress.
• Assisting in liaising with project partners regarding project implementation.
• Assisting with preparation and/or translating of project related documents, including proposals, reports, project updates, speeches, letters, where required.
• Providing support to the Project Manager and team regarding longer-term project implementation, including construction projects, equipment suupplies, trianing and workshops.
• Assisting with project related filing and data input including photos, reports, supporting documentation and key informatioon into organisational filing system (hard and soft/scanned copies), to ensure all are fully updated in a timely manner.
• Supporting with volunteers, as required.
• Assisting with project appraisal visits to evaluate the effectiveness of projects, as required.
• Undertaking other tasks to support team members as and when required.

4.       Requirements and qualifications

• A University degree.
• A minimum of 2 years practical administrative experience.
• Excellent interpersonal, communication and presentation skills and ability to work effectively in a team.
• Excellent written and spoken English and Vietnamese language skills.
• Demonstrated IT skills
• Ability to be flexible and respond professionally within different contexts.
• Ability to occasionally work and travel during weekends and/ or evenings as required.
• Experience within the INGO context is an advantage

5.       Submission details

Further details regarding Loreto Vietnam can be found at www.loretovietnam.org.

Please submit applications with cover letters and referee contacts to Ms. Le Anh Thu (officeassistant@loretovietnam.org) copy to info@loretovietnam.org. Please also note your current salary and expected one for this position.

The deadline for submissions is: Wednesday 31st July 2019.

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