CECI Vietnam is the In-Country Manager of the Australian Government’s AYAD and VIDA volunteer programs. Currently the In Country Management (ICM) team manages the assignments of more than 30 Australian volunteers in Vietnam. Most volunteer assignments last from 6 months to 24 months, and volunteers are located in major cities such as Hanoi, but also in provincial centres and the Mekong Delta. The ICM team is responsible for supporting the volunteers during their initial arrival period, with advice on assignments, and how to establish their lives here in Vietnam.
The Programs Secretary will be a member of the ICM team, and provide support to the In-Country Manager and Program Officer. This is a largely administrative position, but with opportunities for someone with an interest in development and international relations.
The programs Secretary will have responsibility for 3 key areas:
1. In-Country Orientation (ICO): There are at least 3 per year, and involve 10 to 12 volunteers each time.
- Booking accommodation/ meals/ airport pick-ups
- Drafting the ICO program
- Booking language training lessons and other special orientation meetings
- House-hunting (negotiating; support with house contract)
- Accompany the volunteers on a city tour – program designed already.
- Transportation briefing
- Information pack (arrival package)
2. General Administrative tasks:
- Maintaining existing volunteer files systems (electronic and paper)
- Maintaining current lists
- VIDA contributions – monitoring, preparing and sending invoices
- VISA authorizations
- Manage the program petty cash
- Manage the program agenda/ workplan for the ICM team
- Maintain the existing volunteer reporting system
- Manage an appointment schedule
3. Regional Manager support
Occasional administrative assistance to the Regional Manager e.g., arranging visas, provide updated documents.
The Programs Secretary should have the following skills, experience, knowledge and attitude:
Skills
- Must be a good multi-tasker
- High level coordination skills
- Liaison - with different agencies, government and volunteers
- English language – sufficient for occasional interpreting and translating
- High level skills in MS Office including Excel, Word, PowerPoint, Outlook
Experience
- Overall information management – filing and documentation systems
- Secretarial skills, e.g., maintaining 6-monthly workplan, coordinating schedules and travel plans of ICM team
- General communication with different levels of people
- Experience working in an international office in Vietnam (e.g., NGO, business, bank)
- At least 2 year experience in secretarial/ administrative job.
Knowledge:
- Understanding of the working environment of a professional office
- Familiar with visa application process
- Some understanding of Vietnam’s development context
Attitude:
- Professional approach to work and team oriented
- Pro-active and self-motivated
Interested applicants should send their full CV with the names and contact details of 2 referees (not related) by Friday, June 11, 2010 to:
Phan Thi Thanh Hien
Program Officer
AYAD/VIDA programs
CECI Vietnam
Block P, La Thanh Hotel, 218 Doi Can St, Ba Dinh Dist, Hanoi
Or email: [email protected] [1]