Administrative Assistant
Primary responsibility is to fulfill the administrative, human resources and project coordination needs of project team. This position requires the ability to communicate effectively by phone and email, coordinating with internal team members and external customers.
ROLE AND RESPONSIBILITIES
Serve as a liaison between project participants, project managers and other members of the project team by ensuring timely communication and monitoring of deadlines, sharing of resources and providing proactive support where possible.
Organize meetings, special events, and travel arrangements.
Assist with project document management including set up, organization, logging databases, maintenance, storage and closure.
Compose and process routine correspondence.
Record time details, document billable expenses, and process expense reports to facilitate billing and other accounting procedures.
Assist with monthly billing duties including proofreading and editing billing narratives and producing final invoices sent to client.
Manage production of deliverables, printing and binding documents, and preparing presentations and reports, including internal team communications.
Type, assemble, organize, format, and edit/proof the team’s work products (examples: report, letter, presentation).
Assist with day to day operations of the HR functions and duties.
Deal with employee requests regarding human resources issues, rules, and regulations
Perform photocopying, faxing, and preparation of materials mail.
Coordinate communication with candidates and assist with scheduling interviews.
Conduct initial orientation to newly hired employees.
Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc).
Perform receptionist duties for the project by answering phones and taking messages.
QUALIFICATIONS AND EDUCATION REQUIREMENTS
High School diploma or equivalent.
A minimum of twenty (20) years of office administration experience.
Proficient in Microsoft Office Applications including Word, Outlook, Excel, and PowerPoint.
Strong communication skills in both English and Vietnamese (oral and written).
PREFERRED SKILLS / QUALIFICATIONS
Experience with USAID-funded projects.
AREA OF CONSIDERATION
In order to integrate the foreign assistance effort into the community, enhance the skills of the cooperating country’s population, and contribute to the local economy, this position is designated for a Cooperating Country National (CCN), meaning an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
