Administrative Assistant/ Document Management Officer (JD-0619-016)



Administrative Assistant/ Document Management Officer


Laboratory Management


This post is based in Ho Chi Minh City, with some travel required.

Hours of work

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


Initially for 1 years, including a 2 month probation period, with possibility of extension.

Reporting to

Dr. Motiur Rahman, Head of Laboratories

Vacancy reference



The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit based in Viet Nam. We are hosted by the Hospital of Tropical Diseases (HTD) in Ho Chi Minh City, and the National Hospital for Tropical Diseases (NHTD) in Hanoi. We also have sister units in Kathmandu, Jakarta and Shantou.  As a Wellcome Trust Major Overseas Programme, we have received considerable support from the Wellcome Trust since our establishment in 1991.

Our ten-year vision is to have local, regional and global impact on health by leading a locally driven research programme on infectious diseases in Southeast Asia. This is being achieved via an integrated long-term research programme, contributions to training, the scientific literature, national and international meetings and membership of national and international committees. Priority is given to health issues important to the hospitals, and to Viet Nam as a whole. All work is intended not only to benefit the patients seen daily at our host hospitals, but also to help improve patient care throughout Viet Nam and the region.

OUCRU employs approximately 320 people across Viet Nam and has an average annual budget of USD 12mil. The Laboratory management team is responsible for overall operation of the OUCRU laboratories which includes BSL2 and BSL3 laboratory. The laboratories currently operated under Good Clinical Laboratory Practices (GCLP) and ISO 15189 standard frameworks. Laboratory management is inviting application for a document control assistant for continued implementation of quality management system (QMS), GCLP and ISO 15189 standard.

Please see more information on OUCRU Website:

Job summary

  1. Support Head of laboratories in general adminstrative issues including developing requisions, sumit invoces and vouchers to finance, organise and managemes maintenance contracts and other admisntratives issues related to laboratory management.
  2. Support Quality management team in implementing document control system including manage and maintaining document controll system, document & record review and updating for OUCRU
  3. Support lab management in organising logistics for training and meetings.

Key responsibilities and tasks

  • Support Head of Laboratories, Laboratory manager and QA officer in organizing meetings, internal and external audit programs, training programs with administrative and logistic support (e.g. room booking, refreshment arrangement, expenditure tracking and payment and attendance record management).
  • Support in developing, organizing, indexing, updating, storing and achieving all laboratory documents and records (including but not limited to lab documents and records, BSL3 documents and records, H & S documents and records, laboratory quality management system documents and records and laboratory management personnel training records) as per OUCRU document and record control procedure.
  • Initiate and support laboratory manager in developing instrument preventive maintenance contracts and track the preventive maintenance contracts and coordinate with finance in clearing the payment in time.
  • Support “Head of laboratories” in communicating with suppliers and vendors, collection of quotations, approving the bills and finalizing the payments following standard finance rules. This will also include management of petty cash as necessary.
  • Support Head of Laboratories in budget preparation, monthly expentiture tractking of budget and materials.
  • Support Head of laboratories in translating documents, communicatining with Vietnamease authorities.
  • Work as a substitute for other lab management staff (store keepers and reagent preparation staff) and support other lab management staff as necessary.
  • Support QA officer in updating Lab portal sites with necessary information (e.g. H & S related updates, training record updates, BSL3 maintenance service updates, document and record updates as necessary) and minute the Lab management weekly meeting notes.

Selection criteria


  • BA/BSc with 1-2 yrs experience in similar position.
  • Good command in english (reading, speaking and writing is a must)
  • Experience in document management system
  • Documented Experience in secretarial job
  • Knowledge in document management system
  • Experience in translation from Vietnamese to English
  • Able to work under pressure and multitasking skill


  • Details oriented, organized and multitasking
  • Hard working, a team player


–    Contracted salary: Negotiate (depending on actual experience and education).

–    Optional insurance: In-patient and out-patient medical coverage; Personal accident insurance coverage

–    Two-month salary for annual bonus and clothes

–    Annual leave 18 days/year for the first year, a maximum of 30 days.

–    Other responsibilities and benefits are based on Viet Nam Labor Law.

How to apply

Interested, qualified candidates are invited to send their detailed resume and cover letter in English, including copies of relevant degrees, certificates, either by email or by post to the following address:

Oxford University Clinical Research Unit

Laboratory of Clinical Science

Hospital for Tropical Diseases

764 Vo Van Kiet, Ward 1, District 5, HCMC

Tel: 39237954



* We thanks all applicants but only short-listed candidates will be notified for interview.

Contact person

Ms. Nguyễn Thị Hồng Phúc

Deadline for submission

2nd July 2019