Senior Admin Officer

Job Description

I. GEV - GTN ADMIN: Plan and manage the day-to-day operations of the GEV - GTN Admin functions in the timely and efficient manner, including:

General administrative services

Office premises & facilities management

• Manage the Lease Agreement with the office building
• Overall manage the office premises to ensure efficient and smooth operation
• Scheduling and monitoring of office maintenance/repair work (aircon, lights, utilities)
• Decorate the office on festivals (Christmas, New Year…

Office supplies and services

• Office supplies: stationery, office/IT equipment
• Printing, translation services
• Purchase of Gifts (ad-hoc premium gifts for VIPs, Annual Mooncakes, Tet Gifts…)
• Sundries & catering items (including first-aid-box)

Outsourcing services management

• Car rental contracts and daily schedule of Drivers
• Cleaning service contract and supervision of daily cleaning work of the Maid

Daily courier service

• Receive and distribute in-coming mails
• Deliver out-going mails to courier service (domestic & international)

Taxi and Grab

• Manage Taxi contract and use of Taxi cards
• Manage Grab contract, Grab business account and registration for users

Business travel bookings

• Air tickets and Accommodation (hotels) bookings
• Transportation (company cars/car rental)
• Assist travelers in expenses claims

Assets management

• Record assets and conduct regular/ad-hoc inventory (with Accounting Dept)
• Coordinate with IT Support to provide/return IT assets

Expat Service:

• Manage accommodation contracts for expats in HCMC & Hanoi
• Handle legal documents for expats: Visa, Work Permit, TRC, etc.

Events / parties / trips

• Organize internal activities under Admin (worships, lunch/dinner with HO executives…)
• Coordinate with / support HR on company monthly / yearly events and trips

Admin budget and expenses

• Assist line manger to prepare annual budget for admin expenses
• Record and control the actual expenses to be within the budget
• Prepare all frequent/ad-hoc payments for office expenses within deadlines and Payment Procedure

Supporting CR, CSR Activities

• Participate to assist in CR, CSR activities
• Support / handle procurement and payments for CRS items if required

II. Assist the line managers in developing and improving administrative procedures.

III. Ensure the admin filing system is maintained sufficiently and up to date (both soft copy and hard copy).

VI. Prepare the regular and ad-hoc reports on work progress as assigned by the Company and/or line managers.

V. Back-up and/or support other team members (Secretary / other Admin / Procurement / IT) when required.

VI. Manage / handle other ad-hoc tasks assigned by line managers.

VII. Willing to travel to GTN1-2 regularly. Working time at site may take up to 50% of total working time.

Job Requirement

KNOWLEDGE REQUIRED:

• Strong knowledge in procurement and payment processes
• In-depth understanding of office administrative standards, policies and procedures.
• Good experience in property and asset management.
• Familiarity with accounting principles and procedures
• Ability for budget planning and control
• Sound knowledge in travelling and expat services
• Experience in event management
• Knowledge of SAP is considered beneficial

SKILL/ABILITY REQUIRED:

• Strong organizational and planning skills
• Ability to plan for and keep track of multiple projects and deadlines
• Good interpersonal, verbal and written communication skills
• Result-focused and efficiency-oriented
• Strong customer-service mindset and can-do attitude
• An analytical mind with problem-solving skills
• Excellent communication and negotiation skills
• A team player with leadership skills
• Proficiency with computers, especially MS Office

EDUCATION & EXPERIENCE REQUIRED:

• Bachelor’s degree in business administration, management, or a related field.
• Minimum 05 years’ experience in administration, especially in multinational companies.
• Strong experience in energy or relevant industry is preferable.