Terms of Reference – Finance Administrative Assistant
Clinton Health Access Initiative, Vietnam
Position: Finance Administrative Assistant
Work place: Hanoi
Length of position: One year, extendable based on performance and funding
Reports to: Finance and HR Manager
Background
The Clinton Health Access Initiative (CHAI), operating through the Bill, Hillary and Chelsea Clinton Foundation in Vietnam, is a trusted advisor to governments worldwide, helping them transform the way they provide health services. In Vietnam, CHAI works with a number of departments in the Ministry of Health to help reach national targets for vaccinations, HIV, TB, hepatitis and malaria. Established in Vietnam in 2006, CHAI has emphasized a sustainable and integrative approach to health systems strengthening premised on a close partnership with government to build national capacity.
CHAI’s team in Vietnam consists of a dynamic core of 18 staff in addition to resources available at the regional and global levels.
Main Responsibilities
The Finance Administrative Assistant will provide daily administrative, office operations and finance support to the CHAI Vietnam office. The Finance Administrative
- Assistant will be supervised by the Finance and HR Manager and will collaborate with all staff.
- Provide support in trainings, workshops, meeting and mentoring preparation (e.g. printing materials, logistics arrangements, etc.);
- Assist in preparing letters to partners, local government authorities and other project/program documents upon requests;
- Assist in translation and interpretation from English to Vietnamese and vice versa;
- Arrange travel logistics for team members on business trips (e.g. air tickets, accommodations, airport taxis, car rentals);
- Assist in obtaining work permits, visas and resident cards for expatriate staff and visitors;
- Assist in managing the office filing system (both soft and hard correspondences, project/program documents);
- Take notes at team meetings;
- Maintain office supplies and office maintenance;
- Support in handling some basic accounting tasks including tracking expenditures, handling petty cash and payments, etc.
- Perform other duties as requested.
Qualifications
- Development, business, economics or linguistics background
- Native Vietnamese speaker
- Fluent in English
- Computer literacy: Fluent in Word, Excel, PowerPoint, Windows, and ability to conduct internet research
- Excellent oral and written communications skills
- Excellent organizational skills, attention to detail, and determination to meet deadlines
Advantages
- Office administration experience
A one-page cover letter should specify the position sought and highlight why the candidate believes they are the right person for the position. A CV detailing professional experience, relevant qualifications and three reference contacts should be provided. Interested candidates should send materials in English to [email protected] [1]. Indicate position sought in the subject line. Applications will be reviewed as they arrive, but must be received by 15 September 2018. Only shortlisted candidates will be invited for interview.