Roles and Responsibilities
The Event Logistics Assistant will work in a timely and detailed manner to ensure ASEAN-ACTs logistics & administration work is complete, accurate and complies with the programs policies and procedures. The Event Logistics Assistant will work closely with the Finance and Administration Officer (FAO). Specifically, the ELA will:- Assist the FAO to arrange and coordinate logistics for program related travel including contact participants for confirmation, booking airfares, arrangement of accommodation and transport, and liaise with the FAO to provide updates of bookings where required;
- Support the Country Team prior to the events with workshop materials, ordering and preparations of stationary, preparing participant list and attendance sheet;
- Assist the FAO at events to set up event venue, coordinate with hotel staff, print and distribute hand-out and workshop materials, be at a registration desk to collect daily attendance sheets ensuring all information are filled up, collecting travel documents from participants, taking photos, supporting speakers presenting online, etc.;
- Assist the FAO in payment process of travel allowance to counterparts in accordance with the Program Operations Manual;
- Support the Country Team to collect information and/or data for M&E and reporting and program activity management;
- Other duties as directed by the FAO or the Country Manager or team members.
- Post-secondary or tertiary qualification in a relevant discipline, such as English, sociology, development study, accounting, law, public relations, or public administration is desirable.
- Good command of written and oral English and Vietnamese languages;
- Good time management;
- Competent information technology skills;
- Demonstrated experience in logistics and administration management;
- Good interpersonal, teamwork and communication skills and able to maintain good relationships with colleagues and external counterparts and stakeholders;
- Excellent organisational skills with demonstrated experience in assisting to organise meetings and events including arranging travel and logistics; and
- Ability to work under pressure whilst ensuring accuracy and attention to detail.
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