Job title: General Affairs Officer (GA Officer)

Effective date: ASAP

Location: Head Office, Hanoi

Type of contract: Full time               

Reports to: Admin Division Manager, GA-HR Team Manager.

1. KEY WORKING RELATIONSHIPS

Internal

External

Country Director, General Manager, Managers/Officers in HO, PMs, Project Officers

GNI’s Donors, Partners, Governmental. Officials, INGOs, Communities.

2. MAIN DUTIES

1.      Assets and equipment management:

• Directly manage and coordinate to maintain office assets and equipment at Head Office (HO) and indirectly manage the office assets and equipment at CDPs; 
• Collect proposal to buy equipment for office, acquire price quotes and information of suppliers;
• Quarterly update office assets and equipment at HO and CDPs
• Provide HO/CDPs with timely IT supports;

2.      Office Vehicle Management:

• Directly manage the use of office cars and vehicle logbook (propose vehicle booking, submit to managers, receive results, contact drivers, inform related departments, compile contract when necessary);
• Manage the purchase/transfer/liquidation of office vehicle in HO and CDPs
• Manage the purchase of vehicle insurance
• Support to manage motorbikes in CDPs 

3.      In charge of Gift in kind (GIK) distributing process:

• Contact logistic companies for the procedure of import GIK
• Support partners with the process of receiving GIK
• Collect reports to send to donors

4.      Administration:

• Edit, compile official letter, document sent to partners;
• Maintain electronic and hard copy filing system;
• Manage, archive weekly reports of CDPs;
• Manage the organization’s seal; 
• Contact persons in charge of office building side to handle issues related to office in the building;
• Liaise with PACCOM for administrative issues related to INGO and other related authority agencies accordingly with the regulations of Vietnam;

5.      Logistic support:

• Welcome guests and deal with reception tasks;
• Support all the administrative procedure related to Country Director, GNI’s foreign personnel and guests for during their time working in Vietnam;
• Support the organization of workshop/ meetings, logistics and travel arrangement.
• Other duties as required by Division Manager and Team Leader

3. QUALIFICATIONS REQUIRED

Education: University degree in Administration, Foreign Language or other related majors.

Work experience

• Experience in general office administration.
• Relevant experience in similar position in an international environment, preferable in INGOs

Skills

• Dynamic, reliable and able to work under pressure.
• Ability to work independently and work with the team;
• Good organizing skills and interpersonal skills;
• Good English language skills in writing & speaking;
• Good use of personal computer utilizing word processing and spreadsheet software programs

Attitude

• Sociable, responsive, committed working with GNI at least 02 years
• Accountable and transparent.
• Enthusiastic in work
• Truthful and accountable

4. HOW TO APPLY

Interested Vietnamese candidates are invited to send their application (including a letter of motivation and a CV with salary desired and a portrait photo attached) to Human Resource Team via the email address [email protected] or to the Head Office address: Good Neighbors International in Vietnam, 17^th Floor, Block A, Song Da Building, My Dinh I, Nam Tu Liem, Hanoi no later than 30^th November, 2023. We are very sorry that only short-listed candidates will be contacted for interviews.

GNI's Application Form