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:

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

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

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