Operation Smile Vietnam is part of a global alliance of Operation Smile Foundations and Resource Chapters dedicated to providing free treatment to children and adults suffering from cleft lips, cleft palates and other facial deformities. Besides, we also conduct Dental missions, Cranio facial, and micro surgeries with thousands of children receive new smile each year. For nearly three decades operating in Vietnam, Operation Smile has been bringing hope to desperate Vietnamese children and their families, we are changing lives one smile at a time.

Coming to celebration of our  30th Anniversary in 2019 and for our vision of 2030, Operation Smile Vietnam is looking for a qualified and self-motivated Vietnamese candidates for our OFFICE MANAGER position working in Hanoi.

Title:               Office Manager – Hanoi (OM-HN)

Department:   Finance & Operations Department

Reports to:      Finance & Operations Director/Chief Representative

JOB SUMMARY

The position is responsible for monitoring and reviewing systems, usually focusing on specific outcomes such as improved timescales, and office operation’s effectiveness to ensure the excellence in the administration and operations of human resources, and general adminstrative procedures of the Operation Smile offices in Vietnam.

The position is located at the main office in Hanoi with some local/international travels at management request.

MAIN FUNCTIONS

1.      Operations:

·         Oversea the overall performance of operational tasks to ensure the smooth operations of the Hanoi office; in charge of public relations and helps other departments to achieve their goals set forth;

·         Serve as the primary point of contact for local authorities and Headquarter staff on operational issues of company insurance, licensing, contracts and agreements, legal areas and activities, partner relationships/regulatory relationships and strategies, and required approvals and accreditations; customer  & partner relationships, regulatory relationship, and strategies, and required approvals and accreditations;

·         Monitor and follow up with the preparation of operational reports and documents for compliance with local government entities;

·         Supervise the office correspondences, procedures, policy implementation, record maintenance, filing and indexing;

·         Bring coordination between the top management and the workers of all departments; ensure the effective and economical performance of work and lead to the promotion of the staff;

2.      Human Resources:

·         Support and consult the management on organizational structure, corporate culture, employment relation (staff motivation, labour contract, disciplinary actions, and termination of employment…) and other human resources management issues.

·         Manage staff payroll, personal income tax, compulsory insurance, and other related benefits, keep the management updated with the market surveys and trends in compensation;

·         Develop and supervise the implementation of policies, procedures & human resources management system incorporating OS’s policies/procedures and local legal requirements.

·         Manage and handle employment relationship issues in compliance with labor laws; as necessary provide support to staff with issues related to human resources, operations and administrative processes;

·         Determine the number of staff required, their qualifications and experiences if any, decide the sources of recruitment, receiving applications, conduct the interviews and tests and finally select the right personnel;

·         Organise and conduct recruitment activities in professional manner.

·         Organise and support line managers in implementation of the performance management system;

·         Provide the organization with suport in developing Human Resource practices and systems that model on Operation Smile Inc. but incorporate local compliance requirements.

3.      Finance & Budgeting Management

·         Act as liaison officer with Finance Department of Operation Smile Head Quarter in reviewing and synchronizing monthly and annual financial statements;

·         Serve as secondary contact (with support from Accountant) with Finance Department in HQ and local concerned parties to conduct internal and external in country auditing procedures, provide accurate records on in-kind donations and sponsorships;

·         Work in collaboration with other departments in providing properly financial information and assisting with requests for reconciling expense reimbursement from employees towards the improvement of the office’s financial controls and accounting systems;

·         Supervise bank deposit process, provide journal entries if needed and checking the accuracy of progress in QuickBooks system conducted by accountant; 

·         Supervise the accountant of the office to implement paying bills, reconciling expenses,  review developing expense reports and process wire transfers upon request;

·         Review and report monthly, quarterly, annual budget and financial reports for the Operation Smile Vietnam’s Advisory Board, local authorities and as required by concerned donors and prospects.

4.      Other supporting tasks upon requested.

QUALIFICATION &REQUIREMENT:

·         University (BA/BS) graduate, MBA is a plus.

·         Knowledge of office administrator responsibilities, systems and proceduresand finance foundation is a must.

·         Excellent time management skills and ability to multi-task and prioritize work

·         Excellent leadership, management, interpersonal/social and multi cultural understanding/sensitivity

·         Excellent written and verbal communication skills

·         Attention to detail and problem solving skills

·         Strong organizational and planning skills in a fast-paced environment

·         A creative mind with an ability to suggest improvements

We look forward to receiving your most updated CV and a letter of interest that tells us how much you know about Operation Smile & its missions in Vietnam and your willingness to join our team for coming years of your career. 

 Email to [email protected] on or before 4:00 PM – Friday, June 8th 2016

Subject: [Operationsmile-0518] Office Manager - Fullname

Please also note that we shall only inform the short-listed candidates for interview and/or technical writing test. Thank you for your understanding and wish you all the best.

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