Report to: HR & Admin Coordinator
• Provide daily reception & admin services to ensure professional, and efficient operations of HFHV Key Accountabilities
Contributing to organizational (HFHV) sustainable development:
Maintain & promote HFHI image and reputation to partners and other stakeholders
Key functional responsibilities:
Reception:
Receive incoming calls, taking message or put through to right recipients
Distribute incoming mail, handle outgoing mail, prepare for courier services Prepare drinking water & others for receiving guests
Office Maintenance:
Assist maintaining a safe and secure working environment
Check & maintain office cleanliness
Ensure the organization’s assets are well controlled and covered by asset insurance by coordinating, following up with other departments and dealing with the insurer
Check & maintain office equipment & facilities function well
Administration Purchase:
Make hotel, ticket, transportation booking for staff going on business trip and guests in
accordance with financial procedures
Work with agency and/or relevant authorities to get visa, work permit for foreign staff and international volunteer/intern
Prepare & complete Administration payment including house rental, power, drinking water, telephone, stationary, parking, photocopier rental etc. in accordance with financial procedures
Search and make vendor analysis, proposing selected vendors and follow up signing contracts for transportation and air ticket to ensure cost effective and good service
Update staff directory and meeting room reservation monthly to ensure sufficient information in use.
Estimate, request & purchase stationery & other office facilities/supplies to ensure adequate amount & quality of goods for daily operation of the office
Review and make recommendation on buying or renewal of office rental, and other purchased goods/services for the best benefit of Habitat
Update & consolidate Preferred vendor list of all Departments in compliant with Procurement Policy
Other responsibilities:
Support HR and Admin Coordinator in arranging orientation schedule with relevant people
Translate National Director’s weekly newsletter per request
Perform other related tasks as assigned by HR- Admin Manager and/or National Director when needed
Monthly prepare logistics for staff meeting in HCM city office per request
Support HR and Admin Coordinator in preparing logistics for events like family day, annual conference, CSP & other meetings
Implementing cross-functions activities:
Collaborate with Finance team to conduct annual asset physical inventory check
Implementing budget and compliance management:
Ensure purchases within the job’s responsibilities are fully compliant to Procurement Policy of HFHV
Make monthly expense report against budget
