DESCRIPTION OF POSITION

• Position: Full-time Assistant for Managing Director in Australia Head Office
• Number: 01
• Full time working hour from 08.00 am to 05.30 pm
• Can start as soon as possible
• Hanoi Office based
• Responsible to: Managing Director
• Purpose of the job:  To provide executive support to the Managing Director and Board of Trustees on general administration, governance, fundraising, business development; and co­-ordinate administrative support to the wider team on HR, procurement and general administration.

MAIN RESPONSIBILITIES:

• Complete other duties and assignments as specified by senior manager and management board
• Assist POP team members with office works
• Organize and Support the preparation of relevant events for POP and Partners
• Meeting management: scheduling and setting up internal and external meetings including agenda management, minute taking, action tracking and relevant communication
• Diary and calendar management: supporting the Managing Director and Trustees, and administration of all shared calendars
• Information management: management of electronic and paper filing systems including structure, access, policy, quality control and data protection
• HR/recruitment support: providing administrative support on all aspects of HR and recruitment, including co­ordination of staff and volunteer coaching and supervision
• Procurement: supporting all teams on procurement through research, obtaining quotes, following up on orders/invoices, and ensuring compliance with procurement policy and best practice
• General office duties as required and provision of back­up cover/holiday support to ensure the effective running of the office
  

QUALIFICATION

• has experience in a busy, diverse and demanding role, demonstrating strong organisational skills, ability to plan and prioritise a complex workload, and meet deadlines
• has experience in co­ordinating activity within a team
• has some experience of co­ordinating preparation for and outputs from Board or senior level meetings
• has a proactive approach, ability to work on your own initiative, and be assertive in order to see tasks through to completion
• has the ability to find innovative approaches to challenges
• has some resource and project management experience
• has some analysis and research experience
• has the ability to work through flexibly and collaboratively in a small team environment to meet changing organisational requirements
  
• Currently study for a bachelor or above
• Good English & Communication skill
• Excellent Vietnamese writing and editing skills required
• has strong interpersonal skills and the ability to establish and develop effective relationships
• has excellent written and verbal communication, presentation and influencing skills, and excellent attention to detail
• has strong IT skills including confidence in the use of Microsoft Office (Outlook, Word, Excel and PowerPoint)
• has an understanding and experience of data protection requirements
• an understanding of how to handle sensitive situations and the need for confidentiality
• demonstrates good humor, patience and empathy when required
• Ability to work independently, take initiative, and pay strong attention to details
• Commit to work during 12 to 24 months
• Excellent communications skills

BENEFITS:

• Assist office works and follow up assignments between Australia and Vietnam Offices.
• Daily office works: check employee's attendance, do visa procedures for customers of POP working areas and education programs, and so on.
• Support and Coordinate PR activities, HR, and Organize events for company and partners.

NOTICE

• Please click this link to find out more of the Job Discription
• Details of the position will be informed for candidates at the interview round.
• Have detailed instruction for new employees.

HOW TO APPLY

Candidates please send CV and Cover Letter to this email: [email protected] (Ms. Le Nguyen Phuong Linh)

Subject: [POP - 0619] Managing Director Assistant - Full name

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