Silkroad VINA

JOB SUMMARY
To contribute to the sustainable development of the corporation in Vietnam, the Legal Admin will be in charge of all administrative and secretary perspectives of Vietnam legal team.
KEY RESPONSIBILITIES AND AUTHORITIES
• Administrative checking: Check the number of hard copies of contracts, the content of the contract, BAP, BOQ (if any) after getting executed from external consultants.
• Execution Arrangement and Post Execution Procedures:
- Check the original copy together with approval system for the execution.
- Send/ Receive documents from external consultant/ third parties.
- Get documents/ contracts signed (seal and signature) by authorized representative/ legal representative).
- Record on Listed Tracking Documents with external consultants. - Book FedEx to courier hard copies to signing parties.
• Contract Filing and Storage:
- Obtain and keep track of all mandatory licenses, permits for operating in Vietnam as assigned by Senior Legal Counsel/ Legal Director.
- Record handover minutes from external consultants, update status of contracts for tracking purpose.
- Deliver hard copies to End User.
- Record tracking number on file Tracking list.
• Company Document Record and Storage:
- Storage of hard copies of charter, meeting minutes, POA,...
- Updating of soft copy in Database/ tracking list (Legal Server).
- Notarization/certification of documents and storage of the notarized copy or couriering them to the requester (if any).
- Translate documents from Vietnamese to English and vice versa.
• Company Licenses filing, tracking and storage:
- Storage of hard copies in office. - Storage of soft copy in Database (Legal Server).
• Monthly Report: Prepare Monthly report for VN team.
• Company stamp administration: Manage the usage and storage of TTI companies' chops in Vietnam.
• Legal team's secretary works:
- Order stationery: Check and register to buy stationery for team.
- Submit payment documents for meals, legal services, notary fees, tokens, and other services used by the legal team.
- Check related bill's information, prepare forms, obtain approvals and submit for Legal team's contracts and internal payments.
- Prepare business trip (BTAA, air ticket, booking hotel, BTEE, etc.).
- Prepare presentation slides for VN Legal team (if needed).
• Other tasks as assigned by the Senior Legal Counsel/ Legal Director.

Education
Bachelor or above
Experience
Minimum 04-year experience in practicing admin and secretary works in reputable company with huge workloads. Working experience for secretary in law firm is preferable.
Knowledge
Administrative, Secretary
Functional Skills
- Expert in time and work Management.
- Expert in Admin and secretary skills.
- Good at Review Skills, Critical Thinking.
- Fluently in English, MS Office and IT for reporting and presentation.
- Good communication and negotitation.
- Problem Solving skills.
**Working Location: Deutsches Haus - Dist. 1 - HCMC