Administration and Clerical Officer

TERM OF REFERENCE ADMINISTRATION AND CLERICAL OFFICER  

Vietnam Japan University (VJU) is a new university model in Vietnam, the seventh member university under Vietnam National University-Hanoi (VNU), envisaged to become an internationally recognized university, and a symbol of the close and fruitful cooperation between Vietnam and Japan.

As VNU’s member university, VJU can leverage upon VNU’s intrinsic advantages and resources. In parallel, VJU coordinates intensively with prestigious universities in Japan such as The University of Tokyo, Osaka University, University of Tsukuba, Yokohama National University, Waseda University, Ritsumeikan University, Ibaraki University, … to meet the needs of Vietnamese and also Japanese higher education.

At VJU, we have standardized academic environment inherited from Japanese style. This is where Vietnamese, Japanese and international scientists work and innovate. Professors of diverse cultures will create a multicultural environment for academic activities in the era of integration.

We are committed to creating a stimulating and supportive learning and working environment based on mutual respect and trust to assist staffs and students to reach their full potential.

Job Purpose

To perform the administration and clerical duties at VJU.

Required duties and responsibilities

• Performs administrative and office support activities for multiple supervisors (Rectorate Board, Heads of Offices, Chief Advisor, Project Coordinator).
• Support and ensure the effective implementation of VJU’s administrative internal regulations and security procedures.
• Manage the VJU’s common area, direct and assist visitors to VJU.
• Ensure office operations run smoothly, including office supplies ordering and distributing, transportation booking, agendas for meetings typing, outgoing mail processing, documents and correspondence checking and distributing, up-to-date telephone directory of numbers and addresses maintaining, filing and archiving system maintaining.
• Ensure office clerk, including answer inquiries about VJU, assist in filing duties, prepare coffee/tea for VIP and water for staff and operate office machines (such as photocopiers and scanners).
• Being involved in providing logistics support to visiting lectures of common courses.
• Other duties as assigned by Chief of Administrative Office.

Qualifications

• Education: University Degree in Administration management or a related field.
• Work experience:

• Experience in administration management activities;

• Foreign language: Be fluent in spoken and written English (IELTS 5.0+). Proficiency in Japanese will be considered an advantage.
• Preferred skills:

• Proficient in MS Office and document management.
• Strong communication skills.
• Flexibility, determination, enthusiasm and ability to cope under pressure.
• Creativity and willingness to learn.
• Organizational skills, time management.
• Good teamwork, negotiation and problem-solving skills.

• Attitudes:

• High commitment to deadline.
• Highly responsible toward work.
• Cooperation, accountability and services oriented.

What VJU can offer

Successful candidate will be offered an attractive remuneration package comprising of:

• Basic monthly salary: depending on candidate’s profile and following the internal cost-norm of the university;
• Monthly meal allowances: 700,000 VND;
• Others: following VJU’s regulation.

Application

To apply please send your application package (with following documents in a PDF or MS Word DOC (in English, max. size: 5 MB) with “Your name _ Administration and Clerical Officer” written in the subject line to hr@vju.ac.vn

Application documents include:

• Essay (essay topic: “How can you contribute to Vietnam Japan University”? Maximum 800 words in English).
• Curriculum Vitae.
• Recommendation letter (s).

Recruitment process

• Shortlisted candidates will be interviewed by recruitment committee established by the Rector.

Successful candidate will be offered a 1-year contract (2 months’ probation period). The Incumbent can be offered another 2-year contract upon the satisfaction of his/her performance.