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: November 29, 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 November 29, 2013 with the reference: PA2-AMPVN.