Job description
1. File management – Data storage
- Implement standardized data and file storage: Arrange and store all data files and documents of the Department according to NovaGen folders, File server (Z drive) and in accordance with ISO standards, current procedures and storage regulations.
- Hard copies: arrange, classify, store according to ISO standards and current storage regulations;
- Soft copies (scanned files – working files): store according to 9 NovaGen categories;
- Create and manage "Document Tracking" file to regularly update storage status, and quickly retrieve files, data when needed and digitalize tracking work.
- Remind and monitor staff of the Department to continuously update and synchronize generated data to NovaGen Department/Division folders, NovaGen position folders and File server (Z drive).
- Implement and control access permissions to common data asset management systems of the Department according to assigned positions and responsibilities.
2. Implement policies – Leadership directives – Comply with procedures and regulations
- Act as the focal point for updating official information from the Group (through notification emails from Internal Communications Department; Procedures Department; Administration - Human Resources Department, etc.) to the Leadership and Department Management to ensure all divisions always receive complete and timely necessary information.
- Update and manage document content and templates when there are changes to procedures/regulations, and periodically review and check to ensure documents, procedures, regulations remain effective and propose appropriate amendments (if needed).
3. Manage meeting schedules, work schedules – Monitor meeting minutes
- Arrange and coordinate meeting schedules and work schedules of the Leadership and Department Management:
- Receive schedule arrangement requests from Leadership and Department Management and record complete information about priority level, content, expected time, and participants;
- Ensure meeting schedules and work schedules of the Leadership and Department Management are arranged scientifically and reasonably, ensuring no conflicts;
- Update schedule changes promptly and communicate accurately to relevant parties.
- Issue meeting minutes within 24 hours after completion and confirm accurate and complete content of essential information (Current difficulties/obstacles - Solutions - Responsible personnel and implementation deadline).
- Implement "Meeting Minutes Tracking" file according to template to update, follow up on implementation progress of post-meeting items and monitor status/progress in subsequent meetings until work is completed, and perform work tracking on E-Office application.
4. Consolidation – Reporting
- Create reporting files at daily/weekly/monthly frequency (Work to be done - Work log - Implementation progress tracking) to monitor and update reports on results and implementation progress of the Leadership and Department Management on E-Office application,...
- Communicate policies/directives of the Leadership and Department Management ensuring complete and accurate information, timely transmission to divisions for implementation, and monitor, follow up and update implementation results.
5. File control – Document drafting
- Act as the focal point for information, communicating policies/directives of the Leadership to Units.
- Receive and process information from partners, customers, prepare ceremonies, gifts when directed,…
6. Administrative work - Internal and external relations
- Perform general administrative work: arrange vehicles/meeting rooms, manage/repair/maintain office assets and equipment at the workplace of the Leadership and Department Management.
- Perform work related to systems: IT requests, Tickets, VPN provision, open/lock access permissions,… serving the Leadership and Department Management.
- Settlement: prepare and monitor files requesting advance payment/settlement/final settlement of expenses related to work schedules, customer reception, office expenses of the Leadership and Department Management.
- Operating budget: prepare and manage operating budget of the Leadership and Department Management for the year, adjust/transfer according to corresponding action plans at each time (if any).
- Support the Leadership and Department Management in conducting diplomatic work (gift giving on occasions, logistics support for customer reception in meetings and events,…).
- Update and manage diplomatic data on Partners/Customers of the Leadership and the Department.
Requirements
- Associate degree or higher in Administration - Human Resources, Finance, Law, Business Management or related fields…
- Basic English communication
- Secretary professional training certificate (Preferred)
- Professional experience: More than 5 years of practical experience in Secretary, Assistant, General Administration positions or equivalent
- Fast note-taking skills, shorthand, data entry through office equipment
- Skills in drafting and carefully, meticulously storing documents;
- Skills in tracking and arranging work by priority;
- Skills in consolidating reports and analyzing data
- Skills in working independently, self-discipline, sense of responsibility to complete work well
- Ability to work under high pressure, broad knowledge of society and quick adaptation to all circumstances;
- Communication skills, building good relationships.
- English communication skills; proficiency in MS Office (Word, Excel, PowerPoint...).
- Professional knowledge needed to master operations related to work at:
+ Project Clusters: general understanding of Legal - Design - Project Implementation - Project Operations Management.