Administration Support Officer

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University with 1,200 staff and 15,000 students, in three locations, and recently awarded one of the Best Companies to work for in Asia 2020. From a media perspective RMIT Vietnam enjoys a 40% share of voice in the sector. It brings a world-class education and globalised study environment to the heart of Asia, offering programs in business, technology, communication, design, fashion and English language. It boasts an impressive range of extra-curricular activities that encourage students to innovate and network globally. Degrees are awarded by RMIT in Australia and taught in English, enabling Vietnamese students (and visiting international students) the opportunity to receive an international education without having to leave home. The Role This role will provide high-quality administrative support to the Compensation, Benefits and HR Services team in Ho Chi Minh City, specifically relating to the following areas: Organising labour contract and other records Support related to various processes in statutory insurance administration Ensuring the confidentiality and security of the files and filing systems Coordinating schedules and arranging meetings Maintaining office supplies Key Accountabilities 1. General office duties including obtaining relevant stamps for signed documents, copying, scanning and filing of documents 2. Setting up and maintaining manual and computerized information filing systems; collaborating with our storage vendor to manage file records both in storage and on-site. Retrieving, returning, or sending files to/from the vendor as needed, and handling requests for information and data 3. Assisting in the organization and management of labour contracts and related records and maintaining accurate records in both digital and hard copy formats. 4. Enforcing data protection measures to safeguard sensitive information and ensuring confidentiality and security. 5. Aiding the team’s management with administrative tasks such as tracking and compiling information of interest (including confidential information) 6. Scheduling meetings within the C&B and HR Services team, between teams, managers, and departments 7. Arranging travel schedules, making reservations, reconciling, and submitting expense reports on behalf of the senior manager 8. Ordering office supplies such as stationery, printer refills or office equipment; monitoring level of supplies and handling shortages; resolving office-related malfunctions and responding to requests or issues, as appropriate 9. Maintaining trusting relationships with suppliers, customers and colleagues 10. Working collaboratively with other team members to ensure the efficient execution of internal processes 11. Performing other related duties as assigned.

Skills and Experience Bachelor Degree in Business Administration (or related discipline; additional qualifications in Office Administration are a plus) Demonstrated experience in providing high level coordination and administration support for an international organisation. Understanding of Vietnam Labour Code and/or Vietnam Immigration Law for foreign employees Excellent verbal and written communication skills in English and Vietnamese. Strong organisational and planning skills and ability to set priorities. High sense of confidentiality and ability to work with confidential information. Forward-thinking attitude to determine the areas in office administration that could be improved. Superior knowledge and experience in using IT software such as Microsoft Word, Excel, and Power Point. Experience in using Work Day or other related HR platforms is desirable. Benefits Highly competitive gross salary depending on proven track record in meeting all the key selection criteria. 13th month Tet bonus + private medical insurance (for you and your dependents) + annual health check. 20 days annual leave plus 5 days paid leave Xmas closure, plus public holidays and paid sick leave. Free use of onsite gym Library on campus and online - access to RMIT Australia online library To be eligible for this position you must be a Vietnamese citizen. Applications received from non-Vietnamese candidates will not be considered. Further Info English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (General) with a score of at least 5.5 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines). To Apply Please submit your CV and cover letter outlining your experience by clicking on the ‘Apply now’ link.