Senior Programme Administrative Officer (deadline 22.05.2022)

The Role: 

The Senior Programme Administrative Officer ensures the effective and efficient support of the administrative process of the assigned programmes and manages the internal grants.

Contract: Fixed term, 2 years with possible extension (depending on funding availibility and performance)

Reporting to: Senior Programme Manager and/or Institutional Funding and Programme Specialist

Based in: Hanoi with frequent travel

Key responsibilities:

Programme admin role: 

  • 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.

Internal grant management role: 

  • Manage Oxfam in Vietnam's internal grant management system (ADOBE/SAP software) and facilitate Oxfam internal grant agreement signing. This includes registering new grants, updating grant amendments, digitally filing contracts, and registering project reporting schedule;
  • Support to update Oxfam in Vietnam's institutional funding pipeline on a regular basis;
  • Facilitate and support the review and sign-off process of donor reports between Oxfam in Vietnam and Oxfam Novib;

Skills, experience and knowledge 

 

Essential

  • 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;
  • Familiar with processes of responding to funding opportunities, and experiences in internal grant system management is an asset. 
  • 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;
  • Willingness to travel to remote areas of Vietnam. 
  • Self-Awareness
  • Systems Thinking
  • Enabling

In addition, you need to

  • Be a team player;
  • Have good social and interpersonal skills;
  • Be able to work across boundaries and enable cooperation among different groups/actors;
  • Be able to work under pressure in response to changing needs. 

The closing date for application:  22nd May 2022

Submit your application via this LINK

We regret that only short-listed applicants will be contacted.

Oxfam is an equal opportunity employer