Officer – Administration

Under the general supervision of the Partnership, Project Coordination and Office Operation Manager, the Officer – Administration is responsible for managing administrative matters, coordinating events, and providing  administrative support for IRRI Vietnam Office and hosted organizations.

This position will be based at the IRRI Office in Hanoi Vietnam, and may only be filled by permanent citizens of Vietnam.

Roles and Responsibilities

• Ensure compliance with IRRI’s policies and procedures in administrative processes related to event coordination
• Coordinate logistics for meetings, workshops, and other events, ensuring all arrangements are made  timely and accurately
• Maintain accurate and up-to-date records of administrative transactions and communications related to  events
• Provide administrative support for translation and interpretation activities by translating documents and  materials, organizing interpretation schedules, maintaining accurate records, managing correspondence related to translation projects, and ensuring all materials are properly prepared and distributed.
• Communicate effectively with internal and external stakeholders to address administrative concerns and  requirements
• Collaborate with event organizers to ensure successful planning and execution of events
• Coordinate with the HQ Administration team to align with organizational policies and procedures
• Recommend new measures or procedures to enhance administrative efficiency and service quality
• Organize and oversee logistical arrangements for internal and external events, including venue setup,  catering, and technical support
• Maintain records of all administrative activities, ensuring they are orderly, easily retrievable, and complete
• Provide timely and accurate administrative reports to management as required
• Assist in the preparation and submission of administrative budgets and expenditure reports
• Ensure the timely delivery of translated documents and materials to guarantee that all stakeholders receive  the necessary documents and materials promptly and accurately
• Respond promptly to inquiries from staff, visitors, and stakeholders, providing necessary information and  resolving issues as needed
• Assist in the annual physical inventory count of office assets

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field
• Minimum of 2 years relevant experience in office  administration, event coordination, or related field

Skills Required

Mandatory

• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Attention to detail and high level of accuracy in work

Preferred

• Master’s degree in business administration, Management, or related field
• Experience working with international organizations or donor-funded projects
• Knowledge of event management software
• Fluency in Vietnamese and English languages
• Core Competencies

Source: https://www.irri.org/talentlink/details.html?id=Q7LFK026203F3VBQB79QWQWAS&nPostingID=1900&nPostingTargetID=3430&mask=irriext&lg=EN