Project cum Admin Assistant (HealthBridge)

JOB DESCRIPTION

Position: Project cum Admin Assistant
Report to: Project Manager and Country Director
Contract duration: 12 months possibility to be extended
Work station: HealthBridge Vietnam Office, Hanoi
Working time: Assistant is requested to work full time
Start date: As soon as possible

BACKGROUND

HealthBridge is an international, non-profit, non-governmental organization that works to improve health and health equity among vulnerable populations through research, policy and action. HealthBridge has been operating in Vietnam since 1993 in the areas of Health, Nutrition and Food Security; Livable Cities; Gender Equality and Reproductive, Maternal, Newborn and Child Health; Tobacco Control; Alcohol Control; and Non-Communication Diseases Prevention.

MAIN RESPONSIBILITIES:

1. Assisting relevant Project Managers to implement the projects

Assist in developing Project Detailed Implementation Plan and support for partners in developing their Detailed Implementation Plan
Assist in the adaptation of training package, material and communication materials
Assist in monitoring project activities conducted by partners to ensure project activities implemented as per work-plan
Maintain database, records for case studies, photos, and other data for project planning and documentation.
Coordinate all logistical issues for visits, project surveys, activities and other related things
In collaboration with the Finance officer, support Project Managers and partners in budget planning, expenditures, procurement, and settlements of expenses.
Perform other duties as requested

2. Providing daily administrative and office operations support to the HealthBridge Vietnam office.

Ensure smooth day to day office operation and maintain a professional appearance of the office;
Support to handle incoming/outgoing correspondence, telephone calls, etc.;
Preparation for HealthBridge Vietnam ’s events, renewal insurance package;
Assist in preparing and submitting bi-annual/annual reports to PACCOM and other relevant authorities and respond to their requests to keep them updated about HealthBridge Vietnam’s projects;
Maintain office supplies and office maintenance; propose and purchase new equipment when needed;
Arrange travel support including but not limited to visa application, ticket and hotel, airport pick-up and vehicle;
Assist in obtaining visas for expatriate staff, interns and visitors;
Assist in obtaining approval for workshop permit;
Maintain the record of office asset including the information on asset status and location;
Maintain the petty cash with update record, and provide reports as needed;
Provide occasional translation and interpretation services as needed;
Perform other duties as requested

SKILL REQUIREMENT

Bachelor's degree, University degree in public health, social work or social science is desirable.
Good computer skills, especially with Microsoft Word, Excel, PowerPoint, Windows, and in internet-based communications
Good interpersonal skills
Good organizational skills and high attention to details
Good command of task prioritization and time management to meet deadlines
Good teamwork spirit and enthusiasm
Proven ability to problem solve and think proactively
Familiar with NGO work in Vietnam and good at English are desirable

HOW TO APPLY

Written application in English, stating why you are suitable for the post, together with full curriculum vitae should be submitted by November 13th 2022 to ptha@healthbridge.org.vn
Only short-listed candidates will be contacted. Applications will not be returned.
Candidates from (gender, ethnic or others) minority groups are encouraged to apply.