JOB DETAILS

LOCATION: Hanoi, Vietnam

CONTRACT TYPE: National, 2 years with possible extension

INTERNAL JOB GRADE: E1                

DEPARTMENT and TEAM: Programme – Oxfam in Vietnam

ANNUAL SALARY:  

VND 212,896,577- VND 332,372,701

HOURS (FTE): 37.5/week

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Oxfam confederation currently has 21 member organizations working in 81 countries. We share a vision of a just and sustainable world. A world where people and the planet are at the center of our economy. Where women and girls live free from violence and discrimination. Where the climate crisis is contained. And where governance systems are inclusive and allow for those in power to be held to account.

Oxfam in Vietnam believes that a reduction in poverty, injustice, and inequality will occur through the interaction between active citizens, accountable states and responsible private sector, and that it is fundamental to Vietnam’s development. Oxfam in Vietnam contributes to a shift from the current growth-based development model to a Human Economy that cares about People and the Planet.

JOB PURPOSE:

The Programme Administrative Officer ensures the effective and efficient support of the administrative process of the assigned projects.

ROLE REPORTS TO

Senior Programme Manager

ROLES REPORTING TO THIS POST

N/A  

BUDGET RESPONSIBILITY

N/A

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Provide support as requested in preparation for program documentation and correspondence in the framework of the project cycle of Oxfam in Vietnam or requirements of the back donor;
• Arrange and monitor the (administrative) processes of the programs in line with ISO procedures and back donor requirements; to signal deviations within the different processes and remind the relevant staff members of this;
• Arrange the processes, registration and filing of the documentation and correspondence of the (core) processes, in line with applicable procedures and with the help of the automation systems;
• Prepare all relevant Oxfam meetings/workshops. If needed, to record action points and/or write the minutes, and to monitor their follow-up;
• Provide secretarial, administrative and organization support to assigned programs;
• Organize all duty arrangements (including hotel, transport and assisting with visas) of colleagues of the project and /or other visitors travelling to and from the field;
• Provide translation and interpretation supports to program activities.

PERSON SPECIFICATION

Most importantly, every individual at Oxfam International Secretariat needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.

2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

• Completed an education in secretarial, administrative or economic direction;
• Proven secretarial, administrative and organizational work experience;
• Excellent oral and written command of English and Vietnamese;
• Good computer skills and experience with SAP or other computerized information systems;
• A proactive attitude and you work systematically, you know to separate major and minor issues are accurate;
• Good interpersonal and communication skills and you are a team player;
• A flexible, customer-focused attitude.
• Self-Awareness
• Mutual accountability

Relationship buildingKey Attributes:

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

Other qualities:

• Demonstrated ability to work in multi-cultural and multi-sectoral teams, collaborative attitude.
• Flexibility of attitude and approach, attitude to adapt and learn by doing and experimenting new approaches and ways of working with other.