Programme Administrative Officer

The Role:

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


Internal Job Grade:     E1

Contract:                     Fixed term, 1 year with possible extension

Reporting to:               Programme Manager

Location:                     Vietnam office in Hanoi


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 support to program activities.


Technical Skills, Experience & Knowledge


  • Completed 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.


How to apply

Interested candidates can send your application including motivation letter and curriculum vitae via this LINK

The closing date for application:  6th October 2022


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