Administrative Officer & Translator/Interpreter

Cn b Hnh chnh v Phin dch vin

ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic

JOB DESCRIPTION
BN M T CNG VIC

JOB TITLE
CHC V

Administrative Officer and Translator/Interpreter

Cn b Hnh chnh v Phin dch vin

ROLE
VAI TR

Reporting to the Human Resource & Support Services Manager, the Administrative Officer
&Translator/Interpreter is to assist the ChildFund Australia Representative Office in Vietnam to
fulfill their mission of working for the well-being of children by providing support in general
financial, administration and logistical works for ChildFund Area Development Office (ADO) in
Bac Kan province.
Cn b Hnh chnh v Phin dch vin chu trch nhim bo co cho Qun l Nhn s v Hot ng H
tr, h tr Vn phng ChildFund ti Vit Nam hon thnh s mnh ci thin v nng cao i sng ca tr
thng qua h tr cc cng vic chung vhu cn, hnh chnh v ti chnh cho Vn phng pht trin Vng
ChildFund ti Bc Kn.

The position is responsible for and taking the leading role in undertaking various administration
activities through the efficient handling of communications, information dissemination, reception,
office management, general administrative support functions and provide the interpretation/
translation services accurately to ChildFunds international visitors and correspondences.
Cn b Hnh chnh v Phin dch vin chu trch nhim v m nhn vai tr lnh o trong cc hot
ng qun l hnh chnh khc nhau thng qua vic x l hiu qu thng tin lin lc, ph bin thng tin,
tip tn, qun l vn phng, chc nng h tr hnh chnh ni chung v bin/phin dch mt cch chnh
xc cho khch v th t quc t ca ChildFund.

REPORTING STRUCTURE / RELATIONSHIPS

QUAN H/C CU BO CO

The Administrative Officer & Translator/Interpreter reports to the Human Resource & Support
Services Manager.
Cn b Hnh chnh v Phin dch vin bo co cho Qun l Nhn s v Hot ng H tr.

The Administrative Officer & Translator/Interpreter works closely, with other colleagues in ADO
and Office Administrator, Human Resources Officer, Finance Officer in Hanoi Office.
Cn b Hnh chnh & Phin dch vin lm vic cht ch vi cc cn b ti Vn phng vng v Cn b
Hnh chnh, Cn b Nhn s, Cn b Ti chnh ti Vn phng H Ni.

Created by/Son: 12/2010 Page/ Trang: 1/7

Updated by/ Ln sa i mi nht: 9/2011
 Administrative Officer & Translator/Interpreter
Cn b Hnh chnh v Phin dch vin
ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic

RESPONSIBILITIES
TRCH NHIM

Administration & Office Management

Qun l Hnh chnh v Vn phng
Answer the telephone, take and deliver messages
Tr li in thoi, giao v nhn tin nhn
Welcome guests and visitors
n tip khch v du khch
Send/collect mails and distribute to the receivers
Gi/ thu thp th v phn pht cho ngi nhn
Distribute incoming faxes, memos and newspapers
Phn pht fax, giy nh v bo ch
File, type and make photocopy of document as needed
Sp xp, nh my v photo ti liu khi c yu cu
Ensure efficient use of office equipment (air-condition, computers, printers, fax, telephones,
photocopier, etc.) by staff, guests and consultants
m bo thit b vn phng c nhn vin, khch v nh t vn s dng hiu qu (iu ha, my
tnh, my in, my faxx, in thoi, my photocopy,v.v)
Arrange maintenance as required or on periodic contract basis for communication systems
and other equipment: phone, email, fax, photocopier, etc.
Bo dng cc h thng thng tin lin lc hoc cc thit b khc nh: in thoi, email, my fax, my
photocopy,v.v khi cn thit hoc theo hp ng k hn.
Provide administration support to other teams as required: car service, stationary order, etc.
and payment preparation
H tr cc nhm khc v hnh chnh khi c yu cu nh dch v xe, vn phng phm, v.v v chun
b thanh ton
Logistics for meetings, conferences and workshops organised within the locality
T chc dch v hu cn cho cc cuc hp, hi tho v hi ngh ti a phng.

Personnel Administration
Hnh chnh Nhn s
Assist the HR & Support Services Manager at:
H tr Qun l Nhn s v Hot ng H tr:
- renewing Operation Registration with the central authorities and responsible for keeping
a copy of this documentation
lm li Giy ng k hot ng vi chnh quyn trung ng v chu trch nhim gi li mt (1)
bn sao
- house lease
thu nh
- giving advice on purchasing new equipment in line with staff expansion and the need for
replacement of old equipment
t vn v vic mua thit b mi ph hp vi vic m rng nhn s v s cn thit phi thay th
thit b c
- induction for new staff at the ADO
gii thiu cho cn b mi ti Vn phng Vng
- liaising with and giving direct supervision to the cleaner and guard working for the ADO

Created by/Son: 12/2010 Page/ Trang: 2/7

Updated by/ Ln sa i mi nht: 9/2011
 Administrative Officer & Translator/Interpreter
Cn b Hnh chnh v Phin dch vin
ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic
thu v gim st trc tip V sinh vin v Bo v lm vic ti Vn phng Vng
- being always proactive and initiative at building, maintaining and strengthening the
cooperation and consolidation between teams in the office, creating a healthy and
cooperative working environment for all teams.
lun lun ch ng v i u trong vic xy dng, duy tr v y mnh s hp tc v bn vng
gia cc nhm trong vn phng, to ra mi trng lm vic lnh mnh v hp tc cho tt c cc
nhm.
Other personnel administration duties as delegated by the HR & Support Services Manager,
such as preparation for recruitment, participation in interview with candidates for the
positions in Bac Kan ADO, etc.
Cc nhim v hnh chnh nhn s khc c Qun l Nhn s v Hot ng H tr giao nh chun
b cho vic tuyn dng, tham gia phng vn ng vin cho cc v tr ti Vn phng Pht trin Vng Bac
Kan,v.v

Interpretation and Translation

Phin dch v Bin dch
Act as an interpreter for international guest visits to the field (under the delegation and
coordination of the HR and Support Services Manager, upon the job permit)
Phin dch cho khch quc t n thc a (di s phn cng v iu phi ca Qun l Nhn s v
Hot ng H tr trong quyn hn cng vic)
Provide accurate and prompt two-way translation of project documents and correspondence
Dch chnh xc cc ti liu d n v th t t Anh-Vit v Vit-Anh
Support the projects by providing high quality interpretation services in meetings, workshops,
conferences organised within Hoa Binh province
H tr d n thng qua cung cp dch v phin dch t cht lng cao trong cc cuc hp, hi tho,
hi ngh c t chc ti tnh Ha Bnh.

Support IT Services in Bac Kan Office (BKO)

H tr dch v CNTT ti Vn phng Bc Kn
Support IT Officer to periodically backup and handle servers errors in BKO.
H tr Cn b CNTT trong vic sao lu nh k v x l li my ch ti VPBK
Receive error report on workstation from the staff in BKO and handle errors following IT
Officers instructions.
Tip nhn cc bo co li trn my trm t cn b trong VPBK v x l li theo hng dn ca Cn
b CNTT.
Ensure errors with computer and office equipment (including broken equipment) to be timely
informed to IT Officer. These errors are also updated in logbook (excel) and sent to IT Officer
once a month.
m bo cc li xy ra i vi cc trang thit b my tnh v vn phng (bao gm c thit b
hng) c thng bo kp thi cho cn b CNTT. Cc li ny c cp nht vo logbook (excel) v
gi v cho cn b CNTT 1 thng / ln.
Monitor users in BKO to comply with the guidelines in the organisations Information
Technology Resources policy.
Gim st ngi dng ti VPBK tun th cc chnh sch s dng trang thit b ng theo chnh sch s
dng ti nguyn IT ca t chc.
Monitor the quality of external services related to office equipment such as: fill ink for printers,
internet services, repair computer with hardware or software broken.
Gim st cht lng ca cc dch v bn ngoi lin quan n trang thit b vn phng nh: mc in,
sa ng Internet, sa my tnh hng phn cng, phn mm v.v.

Created by/Son: 12/2010 Page/ Trang: 3/7

Updated by/ Ln sa i mi nht: 9/2011
 Administrative Officer & Translator/Interpreter
Cn b Hnh chnh v Phin dch vin
ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic
Being a contact point for communication between staffs in BKO and IT Officer in technical
issues related to BKOs equipment.
L cu ni lin h gia cc cn b ti VPBK v Cn b CNTT trong cc vn v k thut lin quan
n cc trang thit b ti VPBK.

Other Responsibilities
Cc trch nhim khc
Prepare logistic for workshops/conferences (if requested) such as photocopy documents,
stationaries, contact the partners, arrange location, invitation letter)
Chun b hu cn cho cc cuc hi tho/hi ngh (khi c yu cu) nh photo ti liu, vn phng
phm, hp ng vi i tc, thu xp a im, th mi)
Send mailer, parcel
Gi bu phm, bu kin
Hotel booking, arrange car rental for ChildFund staff or the consultant
t khch sn, sp xp thu xe cho cn b ChildFund hoc nh t vn
Support/carry out the purchasing work/checking the quotations for the project if requested.
H tr/tin hnh mua/kim tra bo gi cho d n khi c yu cu
Support the Project Officers in translating the projects documents/emails from English into
Vietnamese when needed.
H tr Cn b D n dch cc th/ti liu d n t Anh sang Vit khi c yu cu
Support the projects/programs in connecting to the communication network with the
provincial partners, increase the ChildFunds image in Bac Kan.
H tr d n/chng trnh kt ni mng li thng tin lin lc vi i tc trong tnh, qung b hnh nh
ca ChildFund trong tnh Bc Kn.

Purchasing
Mua sm
Get quotes and order office supplies such as stationery and general office equipment within
the budget guidelines of the organisation, adhering to the national purchasing policy by
sourcing best suppliers in terms of price, quality and services and ensuring necessary quotes
and bids are obtained
Ly bo gi v t hng cc ngun cung cp vn phng nh vn phng phm v thit b vn phng
chung theo ng ngn sch ca t chc, tn trng chnh sch mua sm quc gia thng qua vic tm
ngun cung ng vi gi, cht lng v dch v tt nht, v m bo ly c cc bo gi v gi thu
Coordinate and assist with various project purchase requirements as required
Phi hp v h tr cc d n khc mua sm cc thit b khi c yu cu

Financial Management & Reporting

Qun l v Bo co Ti chnh
Work closely with the Office Administrator and the HR Officer in Hanoi office and admin staff
in other ADOs and ChildFunds Finance Officer to control and verify all expenditures monthly
and annually, and to ensure they are allocated correctly against approved budgets
Lm vic cht ch vi Cn b Hnh chnh v Cn b Nhn s ti vn phng H Ni v nhn vin
hnh chnh ti cc vn phng vng khc v Cn b ti chnh ca ChildFund kim sot v kim tra
tt c cc chi tiu hng thng v hng nm v m bo rng chng c phn b theo ng
ngn sch c ph duyt
Monitor expenditures against the approved budget and provide regular budget reports in the
specified format, including explanation of significant variances

Created by/Son: 12/2010 Page/ Trang: 4/7

Updated by/ Ln sa i mi nht: 9/2011
 Administrative Officer & Translator/Interpreter
Cn b Hnh chnh v Phin dch vin
ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic
Theo di chi ph theo ngn sch ph duyt v cung cp cc bo co ngn sch thng xuyn theo
biu mu quy nh bao gm gii thch nhng chnh lch ln

Organisational Development
Pht trin t chc
Actively contribute to the development and promotion of ChildFund values culture and
learning approach
ng gp tch cc vo cng cuc pht trin v nng cao cc gi tr, mi trng vn ha cng nh
phng thc tip cn mang tnh hc hi ca ChildFund.

Relationship Building & Representation

T cch i din v Xy dng mi quan h
Participate in external workshops and other meetings relevant to the administration sector
Tham gia vo cc cuc hi tho v cc cuc hp khc lin quan n lnh vc hnh chnh
Establish appropriate information-sharing relationships with staff in similar positions within
other INGOs, government agencies and academic institutions in Vietnam and internationally
Thit lp mi quan h chia s thng tin thch hp vi cc nhn vin cc v tr tng t trong cc t
chc phi chnh ph quc t khc, cc vin v c quan nh nc Vit Nam v quc t.

WORKING CONDITIONS
IU KIN LM VIC

This is a field based, full-time position with regular travel to ChildFunds project areas within the
province. It is expected that the position-holder will also be required to undertake occasional
work-related travel to the Hanoi office and other parts of Vietnam.
y l mt v tr lm vic ton thi gian ti vn phng vng, thng xuyn i cng tc n cc vng d
n ChildFund trong tnh, thnh thong c chuyn i cng tc lin quan n cng vic n Vn phng H
Ni v cc vng khc ti Vit Nam.

The successful candidate will be offered a three-year contract. Salary will be set according to
experience and qualifications, in accordance with ChildFunds salary scale.
ng vin c tuyn chn s c hp ng trong ba (3) nm. Lng s c quy nh da trn kinh
nghim lm vic, bng cp v h thng thang bng lng ca t chc ChildFund.

Other working conditions and benefits are outlined in ChildFunds HR, PDR and Operations
Manuals.
Cc quyn li c hng cng nh cc iu kin lm vic khc c qui nh r trong cun Cm nang
Hot ng v quy trnh nh gi Kt qu thc thi cng vic (PDR) ca ChildFund.

PERSONAL QUALITIES, QUALIFICATIONS & EXPERIENCE

YU CU V PHM CHT, TRNH V KINH NGHIM

E = Essential/ Cn thit, D = Desirable/ Mong mun

Knowledge
Kin thc
Understanding, influencing and serving others are important attributes in this E

Created by/Son: 12/2010 Page/ Trang: 5/7

Updated by/ Ln sa i mi nht: 9/2011
 Administrative Officer & Translator/Interpreter
Cn b Hnh chnh v Phin dch vin
ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic
position
Hiu bit, c tm nh hng v i x vi ngi khc l nhng im quan trng v
tr ny

Skills
K nng
Excellent written and spoken English and Vietnamese E
Thnh tho ni v vit ting Anh v ting Vit
Excellent translation and interpretation skills (English/Vietnamese)
K nng bin phin dch tt (Ting Anh/Ting Vit)
Flexible, effective team work and interpersonal skills E
K nng lm vic nhm linh hot,hiu qu, giao tip tt
Computer literacy and experience with computerized information (including E
spreadsheets, databases), familiar with software packages under Windows
and E-mail
S dng my tnh thnh tho v c kinh nghim v thng tin my tnh (bao gm bng
tnh, d liu), thng tho cc gi phn mm Windows v E-mail

Experience
Kinh nghim
Minimum 2 years experience in administrative area and interpretation E
/translation in a medium sized organisation
C t nht 2 nm kinh nghim trong cng vic hnh chnh v bin/phin dch ti cc
c quan nh nc hoc cc t chc tng t.
Effective communication with internal and external customers/partners E
Giao tip tt vi cc khch hng/i tc trong v ngoi t chc
Working effectively with and through others E
Lm vic hiu qu v thng sut vi nhng ngi khc

Abilities/Qualities
Nng lc/Phm cht
Able to manage multiple priorities, to work to deadlines, being well-organized E
and systematic
C kh nng qun l nhiu cng vic, hon thnh ng hn, c t chc v h thng
Ability to build strong working relationships, internal and external to the E
organisation
C kh nng xy dng mi quan h lm vic bn vng c trong v ngoi t chc
Creative, forward thinker and excellent team player E
T duy sng to v cp tin, lm vic nhm tt
Careful, accountable, responsible and punctual E
Cn thn, ng tin cy, ,trch nhim v lun ng gi

Attitudes
Quan im
Willingness to work and travel E
Sn sng lm vic v i cng tc
Commitment to the aims of ChildFund E
Cam kt vi mc tiu ca ChildFund
Discreet and respectful of confidentiality E

Created by/Son: 12/2010 Page/ Trang: 6/7

Updated by/ Ln sa i mi nht: 9/2011
 Administrative Officer & Translator/Interpreter
Cn b Hnh chnh v Phin dch vin
ChildFund Australia Vietnam Representative Office Job Description
Vn phng i din ChildFund Australia ti Vit Nam Bn m t cng vic
Gi kn v tn trng tnh bo mt

Qualifications
Trnh
University degree in English foreign language E
Tt nghip i hc bng ngoi ng ting Anh

Created by/Son: 12/2010 Page/ Trang: 7/7

Updated by/ Ln sa i mi nht: 9/2011