Aus4Skills Phase 3 is a ten-year DFAT-funded program partnering with the Government of Vietnam to strengthen bilateral ties by supporting Vietnam’s human resource development priorities. Focused on higher education, the Vietnam Australia Centre, and vocational education and training (VET), the program builds workforce-ready, inclusive, climate-adaptive skills, public sector leadership, and alumni networks. It targets gender equality, disability and social inclusion, and support for disadvantaged Australia Awards students. Outcomes include stronger Australia–Vietnam strategic partnerships, enhanced public sector leadership and women’s advancement, and industry-aligned VET that meets labour market needs while promoting social equity and sustainable growth.

The Human Resources & Administration Officer will support the Manager Finance and Administration with HR and office administration requirements, including front desk reception, arranging and preparing documents for meetings, assisting in onboarding new staff, procurement and contacting of local service providers, making hotel bookings and travel arrangements, and providing logistics and administrative support in delivering Aus4Skills activities.

General Administration:
• Provide reception services such as answer incoming telephone calls and arrange outgoing calls when requested.
• Support daily operations of administration of Aus4Skills activities.
• Maintain the Aus4Skills contact list, manage incoming/outgoing mail and Aus4Skills common emails and circulate/distribute them accordingly.
• Manage ongoing administrative tasks including ordering stationery, printer consumables, restocking first aid kits, drinking water, Microsoft subscription, Grab for Business, etc.
• Maintain contacts with Government of Vietnam bodies and with external suppliers such as tickets, stationery, hotels, visas services, representative officer, etc.
• Ensure the safety and security of office premises by means of continuous monitoring and establishing standards, including maintaining first aid supplies.
• Support travel for office and project staff, experts, consultants, government personnel who are traveling on Aus4Skills mission when required, including booking air tickets, accommodations, and travel arrangement.
• Register office furniture and equipment for asset management. Maintain and update inventory records of office equipment and supplies, as well as project non-expendable equipment.
• Liaise with Project Driver to ensure efficient use of vehicle.
• Maintain a register of Pre Approved Suppliers including corporate rates at hotels and car rental service providers in Ha Noi, Ho Chi Minh City, etc.
• Assist with the logistical arrangements for all program events, briefings, meetings and other activities as required.
• Request quotations from suppliers for Aus4Skills activities such as venues for office events, office rental vehicles, annual medical examination, insurances, etc.
• Maintain VAT refund registration list.

Office payments:
• Monitor and process monthly payments for office expenses to ensure smooth and uninterrupted office operations, including internet, electricity, office rent and service fees, drinking water, postage services and office consumables.
• Work with Senior Finance Coordinator to monitor the office supplies budget.
• Assist payment process such as collect and check bills, invoices, receipts from staff for preparing cheque payment vouchers by bank transfer.
• Work with Senior Finance Coordinator to liaise with the local bank to complete and submit the necessary forms to update the office information.
• Provide support in preparing monthly selected financial transactions for submission.

Protocol support:
• Develop and maintain strong relationship with Vietnamese government departments and local authorities to assist Australia-based staff/visitor with protocol and administrative matters, including arrival and departure of Australian Diplomats and family members, arranging visa/temporary residence cards and work permit exemption certificates.
• Provide support with consular legalisation and notarisation of supporting documents (e.g., Letter of Appointment, Subsidiary Arrangements, Degree certificates, etc.) for submission of work permit exemption applications for Australian long-term advisers.

Human Resources:
• Support HR functions as directed including (but not limited to) maintaining HR records, timesheets and professional development records.
• Provide support to HR in recruitment activities, including coordinating interview schedules, inviting shortlisted candidates, conducting reference checks, and gathering necessary information to prepare employment contracts.
• Coordinate training and professional development activities for all staff, as directed.
• Support Aus4Skills managers with yearly MyPlan requirements for Tetra Tech performance review process.
• Assisting in updating the organisational chart and Aus4Skills Health, Safety and Security plan.
Other duties as reasonably required by Aus4Skills Senior Management.

Qualifications
• Diploma or undergraduate degree(s) in business administration, international development or related field.
Knowledge, Skills and Experience
• At least 1 year of relevant work experience, preferably in general office administration, reception, or human resource development.
• Demonstrated experience in dealing with multiple activities and tight deadlines.
• Excellent communication skills in both English and Vietnamese, including experience preparing business communications
• Demonstrated ability to communicate with persons of various cultures and backgrounds
• High level of competence in office packages including MS Office Excel, Access, Word, Outlook, PowerPoint, databases
Personal Attributes
• Work collaboratively as part of a team and actively contribute to a positive, inclusive, and supportive
• Excellent organisational skills and an ability to prioritise and complete activities simultaneous.
• Ability to work independently and to problem-solve, and adaptable to changing priorities.
• Great attention to detail with a commitment to quality outcomes.

Please submit:
Resume
Statement of suitability (not exceeding two pages), demonstrating how your qualifications, experience, knowledge, skills, and personal attributes align with the selection criteria.