Event Logistics Assistant

Deadline for applications: 5PM Bangkok time, 6 September 2020 Position: Event Logistics Assistant Position Status: National Position Duration: Maximum of 40 input days during September – December 2020 Reports to: Finance and Administration Officer / Country Manager - Vietnam Location: Hanoi, Vietnam Remuneration, Performance Management and Reporting Framework: As per ASEAN-ACT HR Framework Contact details Queries relating to this position should be directed to recruitment@aseanact.org It is essential that you quote ‘Event Logistics Assistant’ in your email title, or you may not receive a response. Child protection Cardno is committed to child protection and safeguarding the welfare of children in the delivery of our International Development programs. Recruitment and selection procedures reflect this commitment and will include relevant criminal record checks. Cardno is an equal opportunity employer Cardno encourages women to apply. Cardno recognises the moral and legal responsibility to provide an equal opportunity workplace by ensuring that all recruitment and selection decisions are based on the best qualified and experienced candidate who can perform the genuine inherent requirements of the position. About the organisation Cardno is a global consulting organisation that manages projects for major donors, delivering aid work in various disciplines such as education, health, governance, resource and environment management and infrastructure. Our work expands across Europe, Latin and North America, Asia, the Pacific and Africa. With over 6,000 staff worldwide, our vision is to be a world leader in the provision of professional services to improve the physical and social environment. About the program: ASEAN–Australia Counter Trafficking (ASEAN-ACT) continues Australia’s long running collaboration with ASEAN and its member states to end human trafficking in our region. The program will principally work on strengthening the justice sector response to human trafficking, while opening up new partnerships with allied government agencies, civil society and business. It will engage all 10 ASEAN Member States in some capacity and will continue national-level programming in Cambodia, Indonesia, Lao PDR, Myanmar, the Philippines, Thailand and Vietnam. In Vietnam, the Program is supporting its counterparts in implementation of 6 projects with a number of events such as workshops and trainings. Objectives The Event Logistics Assistant (ELA) will support the Finance and Administration Officer (FAO) and the Country Team in a range of activities which may include finances, administration, and logistics for Program events including training activities, workshops and meetings (tentatively 8-10 working days/month).

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.

Selection Criteria Qualifications

Post-secondary or tertiary qualification in a relevant discipline, such as English, sociology, development study, accounting, law, public relations, or public administration is desirable.

Essential

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.

How to apply Send an email to recruitment@aseanact.org with:

The words ‘Event Logistics Assistant’ in the email subject
Your CV and expected daily rate

Applications close at Sunday, 5PM Bangkok time, 6 September 2020. ASEAN-ACT is committed to achieving workplace diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, people with a disability, women and ASEAN nationals are strongly encouraged to apply. All applications will be treated with the strictest confidence. ASEAN-ACT does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Due to the expected volume of applications, only candidates under positive consideration will be notified. Other Information Amendments to the Terms of Reference may be made during the period of the engagement as required.