Secretary to the President

Duty Station: Hanoi, Vietnam
Status: Full-time. Permanent.
Application due: 25th December 2020
Starting date: As soon as possible

Position Profile

The Secretary to the President is based in Hanoi, Vietnam and reports directly to the President.

Key Responsibilities:

Check President’s email inbox and dispatch emails to person in charge
Ensure President’s timely feedback and approvals internally (all requests)
Obtain President’s signature on partner contracts, MOUs as requested by Chief Executive Officer, Development Department,
Finance, Administration and Human Resources Department, Head of Countries
Ensure President’s timely reply to requests and emails externally
Send emails on behalf of President, if requested
Maintain contact database for President; enter contact information from new business cards; submit updates to Business
Development Manager for organizational Master Contact List
Develop and maintain a filing system for related correspondence, journalist requests
Arrange travel for President
Manage President’s monthly calendar
Answer phone calls, when Admin Officer is absent, and re-direct them
Print, copy, scan documents for President
Prepare and disseminate information from President to staff (Development leads, newspaper articles)
Set-up meetings, phone calls and virtual meetings between President and staff or external partners
Provide personal support to President, as needed
Participate in monthly AIP Foundation staff meetings
Other duties as assigned

Qualifications and Requirements

Bachelor’s degree required
At least 5 years of experience in similar position at an International company/organization
Good organizing skills and interpersonal skills; and the ability to work effectively in a team
Work well under high pressure
Careful and detail oriented
Flexible, patient & quick-adaptable
Deal promptly with correspondence
Dynamic and professional
Strong written and spoken English; and good at English-Vietnamese translation
Good English and Vietnamese communication skills
High degree of multi-tasking and time management capability
Advanced computer skills, especially MS Office applications
Honest and trustworthy

Contact and Deadline

The position will be hired locally.

Applications are due 25th December 2020. However, please note that due to the urgency to fill the position, applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

Please submit a one-page cover letter, maximum three-page CV, and three references with current email address and telephone number to our email: jobsvietnam@aipf-vietnam.org

We will inform you before contacting your references. All applications will be carefully vetted, including working history and background checks.

About AIP Foundation

AIP Foundation is a U.S. registered 501 (c) (3) non-profit organization addressing the pervasive and devastating rate of road traffic crash injuries and fatalities in developing countries through a holistic set of programs, with a particular focus on helmet use and safety products. Our pillared strategy includes access to safe equipment, public awareness campaigns, school-based and targeted population campaigns, technical assistance particularly focused on legislative advocacy and helmet standards; and research, monitoring, and evaluation.

Currently, AIP Foundation has approximately 50 staff with offices in Ho Chi Minh City and Hanoi in Vietnam, Phnom Penh in Cambodia, Bangkok in Thailand and Chengdu in China. AIP Foundation funders and partners include a wide variety of public and private donors. As a member of the United Nations Road Safety Collaboration, AIP Foundation provides input to reports made by the UN Secretary General to the UN General Assembly. For additional information, please visit http://aip-foundation.org/

Candidates have to confirm having received the recruitment information through the recruiting channel NGO Recruitment in the application letter for this position