Senior Programme Administrative Officer

The Role:

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

Contract: Fixed term, 2 years with possible extension (depending on funding availibility and performance)

Reporting to: Senior Programme Manager and/or Institutional Funding and Programme Specialist

Based in: Hanoi with frequent travel

Key responsibilities:

Programme admin role:

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.

Internal grant management role:

Manage Oxfam in Vietnam's internal grant management system (ADOBE/SAP software) and facilitate Oxfam internal grant agreement signing. This includes registering new grants, updating grant amendments, digitally filing contracts, and registering project reporting schedule;
Support to update Oxfam in Vietnam's institutional funding pipeline on a regular basis;
Facilitate and support the review and sign-off process of donor reports between Oxfam in Vietnam and Oxfam Novib;

Skills, experience and 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;
Familiar with processes of responding to funding opportunities, and experiences in internal grant system management is an asset.
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;
Willingness to travel to remote areas of Vietnam.
Self-Awareness
Systems Thinking
Enabling

In addition, you need to

Be a team player;
Have good social and interpersonal skills;
Be able to work across boundaries and enable cooperation among different groups/actors;
Be able to work under pressure in response to changing needs.

The closing date for application: 22nd May 2022

Submit your application via this LINK

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

Oxfam is an equal opportunity employer

APPLY HERE