MDMF tuyển Trợ lý hành chính

Tổ chức nhân đạo của Pháp (Médecins du Monde France – MDMF) cần tuyển Trợ lý hành chính, làm việc tại Hà Nội. Hạn nộp hồ sơ: 09/07/2010.

Médecins du Monde France (MDMF) is a French humanitarian organization. Operating in Vietnam since 1989, MDMF provides comprehensive HIV/AIDS services, ranging from prevention, VCT, to treatment, care and support, and OVC programs in both Hanoi and Ho Chi Minh City. Hanoi’s program operates via mobile and home care teams and through its full-service outpatient facility, the Tay Ho Day Care Centre (Tay Ho DCC).

MDMF is seeking a qualified Vietnamese national applicant to join our dynamic team in Hanoi in the role of Hanoi Administrative Assistant.

Overall Role
The main duty of Administrative Assistant is to ensure the smooth and efficient running of an office, by undertaking a range of logistic, administrative, organizational and IT-related activities.
The Administrative Assistant works with the administration team and shall utilize office service personnel (guards, cleaners, housekeepers) in completion of duties.
The Administrative Assistant reports to the Administrator.
The Administrative Assistant is evaluated by the Administrator

Main Duties and Responsibilities
A. Logistic Management
1. Procurement
• Create and regularly update a network of local suppliers of goods and services for logistic demands.
• Update quotation catalogue from major suppliers regularly and at least every six months.
• Ensure general office consumables (stationary, maintenance and reception) are attained.
• Process mission need requests (except for payment) in accordance with mission procurement procedures.
• Be the only contact between the demander and supplier and ensure purchase is carried out under open, transparent competition, and free from conflict of interest.
• Communicate with concerned people for delivery, quality check and other clearance steps (liquidation, handover…).
• Collect and file all relevant documents in accordance with auditing demands in a complete manner.
• Reports any irregularities to the next-in-line supervisor.
2. Logistics
• Arrange domestic travel and transportation (accommodation, flights…) in accordance with mission travel policy.
• Arrange logistics for expatriate and family international flights (meetings, arrival or departure) in joint effort with HQ logistic department when necessary.
Ref: Recruitment: Hanoi Administrative Assistant
• Follow-ups visa or resident cards for expatriate.
3. Inventory, Equipment and Vehicle Management
• Ensure the general office consumables are used in an efficient manner.
• Ensure the safe storage and proper use of all mission equipments.
• Monitor the flow of mission equipments, carries out check-in & -out, handover, donation procedures when required.
• Follow damage reports, arranges repair or disposal, and organizes routine maintenance.
• Update newly purchased item to inventory follow-up and procurement file.
• Update monthly HQ equipment statement.
• Follow-up routine maintenance for mission vehicles and equipments.
• Handle procedures related to licensing.

B. Office and Building Management
• Conduct office or expatriate house search when necessary, organize moving.
• Ensure the efficient use of office space, designs and implements fixtures suitable to the mission need in accordance with the instruction of the general (or site) coordinator.
• Organize basic maintenance (electricity, hydro, plumbing, sanitation) as well as basic facilities (Internet and telephone services).
• Ensure the safety and functioning of all building fixtures or facilities, contact landlords or workers for maintenance and repairs.
• Arrange the schedule of cleaners and guards in need of the project and expatriates.
• Monitor the IT conditions in the office and liaisons with consultant or maintenance service workers to resolve any technical problems.
C. Clerical Duties
• Receive, direct and facilitate office visitors.
• Receive and transfer phone calls, post and distribute faxes, mails.
• Record and distribute staff weekly meeting agenda and minutes.
• Manages office petty cash and prepare small cash payments under the instruction of administrator.

Required education, skills and qualities
University degree in administration or other relevant areas is preferred.
Demonstrated experience and qualification in relevant areas can be acceptable in absence of a university degree.
Professional Experience
A minimum of 1-year experience in a similar position, particularly, experience in procurement and property maintenance is preferred.
Knowledge of local market – goods and services, local transportation network is required
Knowledge of basic office IT (LAN, internet) is an asset.
Vietnamese – fluent oral and written.
English – fluent oral and written working level.
Required Skills
Problem-solving oriented.
Ethical, responsible, enthusiastic.
Strong negotiation skills.
Strong organization skills.
Ability to lead good interpersonal interactions with different people.
Ref: Recruitment: Hanoi Administrative Assistant
Computer literate, particularly with Excel.
Interested applicants should send an application letter together with a CV in English to the following
address with the subject title “Hanoi Administrative Assistant”, no later than 9th July 2010.
Only short- listed candidates will be contacted for interviews. The application will not be returned. Electronic
application is acceptable. No phone calls please.
Médecins du Monde France
342B, Nghi Tam, Tay Ho, Hanoi
Tel: (84.4) 3719.2522 / 2523
Fax: (84.4) 3719.2529