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Administrative Assistant
Job Description
Administrative Assistant Mennonite Central Committee Vietnam
Mennonite Central Committee (MCC) is a U.S. and Canadian humanitarian NGO working globally, in 50+ countries around the world, including Vietnam. The main areas of MCC work are Health, Community Development, Education and Peace Building.
MCC has a small representative office in Ha Noi supporting education, sustainable agriculture, therapy and domestic violence prevention projects in Phu Tho, Hoa Binh and Quang Ngai provinces. We are seeking a bi-lingual (Vietnamese/English speaking) administrative assistant to support the MCC project and program staff.
Form and duration of contract:
A full time (37.5 hrs a week) 3-year contract position with regular office hours
Main responsibilities:
- Answer and direct phone calls, receive and distribute the mail, respond to general e-mails and greet visitors to the office
- Schedule meetings and staff appointments – maintain office calendar and contact lists and take accurate minutes of the meetings
- Assist in preparation, translation and distribution of bi-lingual correspondence, reports and forms
- Assist the expat team members and visitors in situations requiring Vietnamese culture and language proficiency and in-depth local knowledge
- Prepare government regulated documentation and facilitate procurement of visas, work and residence permits, permissions for project/partner visits, etc. in a timely manner
- Develop and maintain a filing system
- Collect and check expense reports for approval before submission
- Prepare and monitor invoices and pay bills
- Maintain office supplies inventory
- Carry out administrative duties such as data entry, scanning, filing, binding, etc.
- Book conference calls, rooms, taxis, couriers, hotels etc.
- Maintain up-to-date employee holiday records
- Handle sensitive information in a confidential manner
- Other duties as assigned
Requirements:
- English language proficiency required
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office and Outlook
- Professional demeanour
- Proven administrative assistant experience (at least 5+ years of experience) preferred
- Experience in a local or a foreign NGOs working in community development preferred
- College degree preferred
Competitive salary with benefits commensurable to the experience and performance of the candidate
Please send your Letter of Interest and Resume to: [email protected]
Deadline for submission of applications: 06/01/2019