Project Assistant

Founded in 1972, AMP is a nonprofit organization with headquarters in Paris and offices in Benin, Burkina Faso, Côte d’Ivoire, Togo, and Vietnam. AMP is dedicated to improving the health and well-being of those most in need across the globe. Along with our public- and private-sector partners, we aim to:

- Enhance scientific knowledge in support of evidence- based health policies
- Strengthen immunization service delivery, logistics, and innovation
- Develop human and institutional capacity for improved health system performance

Job Title: Project Assistant

Application Deadline: September 30, 2013

Location: Hanoi, Vietnam

Salary: Competitive salary levels (450-600 USD) depending on the experience and qualification

The contract will be a 1 year contract, full-time position (with possibility of prolongation)

1.Main Responsibilities

Under the supervision of the Office Manager, the Project Assistant is in charge of:

- Providing administrative and secretariat support to the office
- Monitoring projects implementation.

As a Project Assistant, His/her tasks are to:

- Improving the project management system (PMS) at AMP office in Vietnam

• Establishing the specification document of the PMS to be developed
• Developing the procedures and tools of the PMS
• Customizing the PMS software to be used for the PMS
• Building a database of AMP’s project piloted from AMP Vietnam

- Provide technical assistance to the project coordinators/directors to ensuring that the PMS is functioning and that all projects implemented by the office applied the PM methods

• Develop project work plan compatible with the project document
• Manage the database of documents / templates
• Plan and schedule project timelines and milestones using appropriate tools
• In collaboration with the accountant, monitor the project budgets, costing, and financing
• Monitor time assignments of staff affected to projects
• Track project milestones and deliverables
• Develop escalation process to enable active project risk management
• Manage project communication, i.e. set up team-meetings and follow up with minutes
• Use dedicated PM software

- Generating regular reporting to the AMP’s country director, project coordinators/directors, program leaders, and in accordance with donors’ requirements

• Write monthly progress report of all projects at AMP office in Vietnam
• Write specific progress reports targeted to the donors
• Participate to the writing process of the annual activity report of the AMP office in Vietnam

At the position of Project Assistant, He/She will also undertake the administrative tasks as below:

Secretariat and Administration:

- Receive, screen and distribute incoming correspondence;
- Draft English & Vietnamese correspondence, finalize correspondence/reports for signature;
- Take minutes of meeting;
- Maintain close collaboration with colleagues;
- Manage the filing system (hard copy and electronic files);
- Manage, maintain, and share schedules of the AMP VN staff;
- Welcome guests and answer the phone and provide guidance for external and internal communication with diplomacy and courtesy;
- Develop and update database of partners and donors;
- Assist in preparing presentations and other documents in English and Vietnamese;
- Other duties as assigned

Translating and interpreting (English-Vietnamese and Vietnamese-English)
-Translate documents related to the projects
-Participate to meetings for direct interpretation

Logistics
- Prepare travel arrangements, hotel and flight reservation; deal with other related matters as requested or on own initiative under the supervision of the AMP Office Manager;
- Assist in the organization of AMP VN meetings, workshops, seminars;

Information gathering, searching and disseminating
- Obtain documents and information from programs and agencies/institutions as required;
- Collect updated information about AMP VN projects;
- Perform information-resource-searches (library, internet) as requested;
- Contribute to communicate on AMP’s activities and projects in VN and in the Sub-Region;
- Other duties as assigned.

2.Education & Experience

• University’s degree or Master’s degree in Project Management
• Knowledge / training in Project Management and programme administration, including budget management
• Minimum 5 years of experience in managing projects, ideally in a foreign NGO.
• Professional experiences in project design, proposal and budget development are an asset

3.Competencies

• Good interpersonal skills and ability to work as part of an interdisciplinary team, good diplomatic skills to engage with internal and external partners including institutional counterparts.
• Ability to produce quality, finished work in a timely manner.
• Good written and oral communication ability
• Being agile, flexible and logical thinking.
• Capacity to both easily integrate into a team and to work autonomously.
• Proactive and result-oriented attitude.
• Strong writing and analytical capacity.
• Tact, discretion and sensitivity to cultural differences.
• Excellent skills in MS-Project software or another Project Management tools.
• Excellent skills in MS-Office (Word /Excel/PowerPoint).

4.Languages

• Vietnamese mother tongue
• Excellent English (Strong written and oral communication skills (both written and verbal))
• French is an asset

How to Apply

Interested candidates should send a cover letter and resume to Mrs Bui Thuy Hanh at [email protected] before September 30, 2013 with the reference: PA-AMPVN.