Project Assistant (FHI 360)

We are currently seeking a qualified, experienced, and highly motivated candidate for the position of Project Assistant for the USAID Support to End Tuberculosis project, based in Hanoi. The project’s primary goal is to support the Government of Vietnam to successfully detect, treat and prevent TB and to ensure patients receive high quality care without suffering catastrophic costs. The project prioritizes innovation and impact by strengthening three pillars of TB response: service delivery platforms, accessibility, and local ownership.

Position Description

The Project Assistant will serve as key staff providing administrative and logistical support to the USAID-SET project team. Key responsibilities include coordinating meetings and events, managing travel arrangements, translating project documents, organizing project files, supporting purchase requests, and providing administrative support to SET teams. The assistant will also track inventory, manage project reimbursements, and provide additional support to technical teams as needed.

Key duties and responsibilities

Providing administrative support to SET teams.
Collaborating with technical teams and partners to support the coordination of meetings, workshops, training sessions, and advocacy activities.
Supporting technical teams in monitoring and synthesizing TA reports and training
Scheduling project calls and meetings, preparing meeting agendas, and taking minutes.
Translating project documents and training materials from English to Vietnamese and vice versa.
Communicating with partners about required documentation and collecting project documents for verification and filing.
Creating and maintaining organizational project filing system including SharePoint and Google Drive and assisting in the preparation/combination/uploading of project reports and documents. Printing, photocopying, or scanning documents if required.
Support the development of statements of work, requests for quotes, and consultant agreements.
Collaborating with technical teams and partners to execute events and manage project reimbursements.
Tracking inventory and completing the transfer of equipment or materials and documents to partners according to FHI 360 procedures.
Supporting the preparation of purchase request, and input purchase requisition in DPA
Providing additional support to various technical teams during surges in workload.
Undertaking other duties as assigned.

Experience and abilities for the position

Requirements

A Bachelor's degree in project management, administration, social work, public health, or a related field.
Strong organizational skills and the ability to prioritize tasks effectively.
Proficiency in Microsoft Office.
A strong interest in learning new skills and working as part of a dynamic team.
Excellent interpersonal skills and the ability to work well with all project staff, implementing agencies, GNV counterparts, donor agencies, and community members.
Excellent written and verbal communication skills in both English and Vietnamese.
Willingness to travel as needed.

Preferred

Advanced degree in the relevant subject area
Professional experience working with an international organization; experience working in TB, HIV.
Experience in data visualization

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

Please click here to continue searching FHI 360's Career Portal. For application, please access HERE (deadline: AS SOON AS POSSIBLE)