National Program Assistant (HelpAge International)

Job Description

Job Title : National Program Assistant (1 post)
Work base : HelpAge International Office in Hanoi, Vietnam (HAIV), Around 35% travel to the field

Contract timeframe : From Dec 2023 to Nov 2025, 2-month probation (full salary)

Starting date : 1 Dec 2023
Responsible to : National Project Officer (NPO) and Finance & Admin Manager/Officer (FAM/FAO)
Relations with others : Close working relations with all members in the HAIV team, partner organisations, projects and local partners
Salary scale : 500 USD per month (full-time, gross) (Equivalent: 11.8 million VND per month)
Benefit : Provident Fund (10% of base salary) and Social, Health and Unemployment Insurances
Condition : This position is opened for Vietnamese nationals only
Application closing date : 19 November 2023

Background

HelpAge International is global network of organisations working towards a world where older people fulfil their potential to lead active, dignified, healthy and secure lives. The HelpAge global network is made up of 158 members in 86 countries working to support older people and promote their rights, with programmes managed by hubs in London, Africa, Asia and the Middle East. For more information about the work of HelpAge International, please visit our website at: http://www.helpage.org; http://www.helpagevietnam.org. The world HelpAge wants to see is one where everyone, whatever their age, can say:

I enjoy the well-being
I am treated with dignity
My voice is heard

Key Responsibilities

Programme/project support:

Support the Country Director (CD) and National Project Officer (NPO) to oversee all activities of the assigned project to ensure the project completes and meets the targets, indicators with high quality.
Support the Country Director (CD) and National Project Officers (NPO) to oversee the maintenance of the Programme/project Team’s information systems, both electronic and hard copies. Ensure to file dossiers as HAIV regulation.
Assist the HAIV Team in preparing and maintaining documents relating to proposals and projects.
Support the CD and NPO to liaise with the project and partners’ staff who are associated with the projects.
Check and ensure the correctness of narrative and financial reports from project partners.
Participate in and support the project team in the project’s trainings, meetings, monitoring visits and advocacy, capacity building activities
Be involved in proposal development processes.
Assist in the preparation process of workshops or meetings of interests to HAIV and participation as required.

Safeguarding responsibilities:

Preventing harm and abuse from our people, operations and programmes, to anyone that encounters our work;
Reporting all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism;
Complying with all safeguarding framework policies and practices;
Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.
Reducing the risk of harm and abuse in the field;
Involving communities in the design of programmes and complaint response mechanisms, be responsible for implementation and review;
Attending specialist field training on safeguarding as required;
Maintaining maps of support services for survivors;
Receiving and responding to complainants/survivors and ensuring that no further harm is done, following a survivor-centred approach, using the principles of psychological first aid, and signposting to relevant local services as needed
Reporting all safeguarding incidents, they become aware of

Admin and Account/Finance support:

Maintain and administrate advance and settle for project’s trip. Ensure the correctness of financial records.
Be responsible for ensuring all banking is undertaken promptly and bank records are up-to-date and accurate.
Making payments and liaising with staff and suppliers as necessary.
Support the FAM/FAO to produce project financial reports, project budgets and forecasts as required, including the detailed budget sheets (DBSs).
To ensure that financial dossiers and supporting documents is compliant with HelpAge & donor requirement
Support FAM/FAO in Tax and Insurance works.
To support the work of audits as assigned
Support FAM/FAO in administrative and procurement works in compliance with the HAIV’s policies.
Responsible for running errands and ancillary purchases e.g. Mailing & Courier, Banking services, Utilities payment. Update the asset and inventory list.
Facilitate visitors transportation to the hotel, airport and meetings
To perform other tasks assigned FAM or NPO.

Equal Opportunities

HelpAge International is committed to creating an inclusive working environment, promoting and providing equal opportunities and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We encourage and facilitate a flexible working environment.

Safeguarding

Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At HelpAge we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people that pose a safeguarding risk and will undertake criminal record checks as required. More details see attached ToR.

How to apply

Please submit your application document consists of:

A covering letter outlining your suitability for the role that should not be more than 1 page of A4 size
An updated curriculum vitae (CV), maximum 3 pages of A4 size
Two referees, including your most recent employers

Please put the covering letter and CV in one file and send by email to oanhnd@helpagevn.org and dathq@helpagevn.org by the closing date of 19th November 2023. Please clearly note which position you are applying in your email title.

HelpAge International is an equal opportunities employer.

With a view to minimising our administration costs we are unfortunately only able to contact again those candidates who have been shortlisted for interview and writing test.