Project Support Officer

RMIT University Commitment

RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work.  All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students.  Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold to the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working.

Why RMIT University Vietnam?

RMIT Vietnam is committed to excellence, innovation, and social responsibility. We welcome applications from qualified and passionate individuals who share our values and vision. RMIT University has a global reputation and ranks 140th globally and 11th in Australia in QS World University Rankings 2024. To learn more about our rankings, please check out our latest facts and figures here Reputation and rankings - RMIT University

Rewards and Benefits:

• Competitive salary package and allowances

• Generous annual leave, carer leave and public holidays (Christmas and Tet Holidays)

• Private health insurance and wellness programs

• Professional development and career advancement

• Access to state-of-the-art facilities and resources

• A vibrant and diverse campus life and more!

RMIT Vietnam has been honoured with the respectable HR Asia Award as Top Employer to Work For in Asia. To find out more about RMIT Vietnam and our current vacancies, please visit our website: https://www.rmit.edu.vn/careers

Position Summary

This position is responsible for execute and manage project administrative works following PMO (Project Management Office) documentation requirement under RMIT Gateway Capital Project Management frameworks. In addition, the position is also required to execute and manage administrative Procure to Pay (P2P) for all capital project works. It provides support to the Senior Project Manager by providing relevant project reporting to ensure governance and control are in place.

Reporting Line

Reports to:  Associate Director, Capital Works

Key Accountabilities

• Manage soft and hard copies according to PMO (project management office) documentation requirement of RMIT Gateway capital project management framework throughout all project life cycle stages: concept, initiate, plan, deliver and close-out.

• Organize, track, and maintain, archive project related files, drawings, materials, and correspondence in both physical and digital forms, ensuring documents are distributed among the stakeholders involved.

• Working with Commercial coordinator to execute project P2P (procure to pay) administrative activities such as purchase requisitions, purchase order, contract documentation, payment to supplier on ERP system.

• Document and facilitate service/good supply contracts agreement sign-off and other relevant documentation as integral part of contracts (such as variation, instructions, appendixes etc.)

• Assist Commercial Coordinator to run project administrative regular and ad-hoc project expenditure and budget reports, coordinate with finance and accountant to ensure data accuracy.

• Facilitate and Project governance meetings such as regular PCG (project control group meeting), Business case and variation review panel.

• Set up logs relating to all documents including but not limited to: instructions, change orders, variations, non-conformance notices, correspondence, requests for approvals and information. Post changes to computerised and manual control record logs and will maintain related file systems

• Assist the RMIT site- based Project Management Team with file reviews, organizing files according to client’s data management systems, scanning hardcopy files and reports and uploading the electronic files to databases and digital libraries.

• Draft and prepare all documentation and correspondence to external parties and authorities as part of project due diligence works, permits documentation, and project communication.

• Report to RMIT Associate Director, Capital Works, on any issues relating to statutory approvals and compliance monitoring by any statutory undertakers.

• Ensure high confidentiality of all proprietary information in any forms as it relates to the business, projects and developments

• Liaise with RMIT Operations Team for provision of handover of as-built drawings and manuals and other information relating to the completed development.

• Other ad-hoc secretarial and administration tasks as required.

Key Selection Criteria

• Business Administration undergraduate’s degree or relevant.

• 2-5 years working experience in Project Documentation Control, Project Management Office, Project Administration or similar role.

• Proficient with Office software such as Word, Excel, Power Point, PDF

• Proficient English business communication and writing skill.

• Experience in P2P procurement administrative works.

• Demonstrated experience Project Management Office and/or Project Documentation control (Construction project related is preferred)

• Proficient IT skills including the use of email, MS office, Power BI, and other office software

• Excellent reporting documentation skill including spending reporting, project KPI reporting, project dashboard using related software.

• Experience in managing transaction on ERP environment (Workday ERP experience is an advantage)

• Highly skilled in drafting, writing business reports and letters.

• Proven experience of coordinating and execute administrative works and reporting work with complex stakeholders such as accountant, finance, project managers and external parties such as consultants, contractors.

• Hand on experience in Project Procure to Pay administrative process.

• Experience in customer service environment.

• Demonstrated ability to work in a team environment

• Strong interpersonal and negotiation skills, including the ability to communicate effectively with a wide range of people

• Ability to display appropriate behaviours in line with the position, as per the RMIT Behavioural Capability Framework (Connectedness, Commitment to Excellence – Improve and Simplify; Imagination and Innovation; Impact; Inclusion; Agility).

English Proficiency

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 6.0 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines).

For any role, English Language Proficiency may also be proven by showing successful completion of secondary education to a level qualifying to enter university study while being instructed through the medium of English, as per the RMIT University recognised qualification list.

Applications Close:
22 thg 5 2024 11.59 pm

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community.  As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region.

https://www.rmit.edu.vn/about-us