Program Assistant (AIP Foundation)

About AIP Foundation

AIP Foundation is a non-profit organization dedicated to saving lives on the roads and increasing access to safe, equitable, and sustainable mobility for all. We envision a world with zero road injuries and fatalities. Beyond empowering underserved road user communities, AIP Foundation tackles injustice related to youth engagement, workers' rights, gender equality, and environmental issues. For further information, please visit www.aip-foundation.org

Who We Are

50 passionate humans making the world a better place
An inclusive and women-led non-profit
A blend of local and international employees implementing programs in Vietnam, Cambodia, Thailand, India, and the Philippines

We are looking for a local qualified candidate to fill the new position of Program Assistant for our head office in Vietnam:

Duty station: Hanoi
Status: Full time, Permanent
Deadline: 15 July 2023
Starting date: As soon as possible

Job Summary

AIP Foundation is seeking a highly motivated and detail-oriented Program Assistant to support the implementation of our road safety programs. The Program Assistant will work closely with the Program Manager(s) and other team members to ensure the successful implementation of program activities. This position requires excellent organizational and communication skills, as well as the ability to work collaboratively in a multicultural environment.

Responsibilities

Provide logistical support for program implementation and carry out administrative tasks, including project update, translation of English – Vietnamese – English, managing invoices and preparing expense reports, project database management & filing
Assist in organizing events, workshops, trainings, related to road safety, including logistical arrangements, participant communication, and materials preparation
Assist in the planning, coordination, and implementation of programs activities
Assist the Program Manager(s) in monitoring program activities conducted by partners to ensure adherence to the work plan
Support the Program Manager(s) in developing program materials, including presentations, reports, and training materials
Assist the Program Manager(s) and/or Country Manager in developing and maintaining positive partnerships with key stakeholders, including sponsors, government departments, school staff, and students.
Collaborate with team members to ensure effective communication and coordination among program stakeholders
Support Program Manager(s) and Country Manager in preparing reports to the donors and related Government partners such as PACCOM, NTSC, MOET, etc.
Participate in regular team meetings, workshops, and trainings to enhance professional development and contribute to program improvement
Manage agencies, vendors, and suppliers involved in the program implementation process.
Perform any other tasks as required by Program Manager(s) and Country Manager

Key Working Relationships

Program Manager(s)
Country Manager
Key stakeholders
Sponsors

Qualifications

University degree in a relevant field.
Minimum of 2 years of experience in a related field (preferable).
Good time management skills.
Flexible attitude towards work and ability to adapt to changing priorities.
Fluent spoken and written English.
Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.).
Excellent interpersonal and communication skills.
Strong team player with enthusiasm for collaborative work.
Honest and trustworthy.

Note: The above job description encompasses main responsibilities associated with this position but is not exhaustive. The Program Assistant may be required to undertake additional tasks as requested by the Program Manager(s) or Country Manager.

Contact and Deadline

Applications are due 15 July 2023. However, applications could be reviewed on a rolling basis and interviews may be conducted before the closing date.