Travel & Event Administrator (6 Months)

JOB SUMMARY

· Organize a variety of events for the unit.

· Manage the process of submitting permissions and visas for foreign visitors and students to work at OUCRU and in different provinces.

· Arrange team-building activities.

· Coordinate the scheduling and utilization of the unit's vehicles and drivers.

· Provide support for other administrative tasks as needed.

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KEY TASKS & RESPONSIBILITIES

Event organisation:

· Submit permission to host events.

· Arrange events’ logistics (visa for participants, transportation on-site, tea breaks, lunches, dinners...).

· Arrange payment related to events (tea break/ lunch/ dinner/ gifts/ expenses for attendance if required).

· Submit after event report.

Permission and visa for foreign visitors and students to work at OUCRU and provinces:

· Submit permission for foreign visitors/students as well as follow up on the permission receipts.

· Report to the relevant authorities on the visitors, visas, and events every 3 months.

· Apply for new visas and visa extensions for visitors and students if required.

Manage the unit’s cars and drivers’ schedule and rent car:

· Receive car booking requests from different groups and schedule cars and drivers accordingly. Book a car from an agent in case the Unit’s cars are not available.

· If the unit car is not available, will arrange to rent a car to meet the requirements.

Travel and Administrative support:

· Arrange team building for each group as required (booking ticket, rental car, accommodation)

· Dealing with payment-related team building of each group (rental car/accommodation/ team building activities).

· Assist flight bookings if required.

· Update visitor and event information for the newsletter every two weeks.

· Support other administrative tasks.

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DEPARTMENT

Operations

LOCATION

Oxford University Clinical Research Unit, Ho Chi Minh City, Viet Nam

HOURS OF WORK

Full-time, 37.5 hours per week; extra hours may be required.

TENURE

Initially 06 months, including 2 month probation, with the possibility of extension.

REPORTING TO

Nguyen Ngoc Bao Tran, Travel Manager