Administrative Assistant

Position: Administrative Assistant
Work place:  Hanoi, Vietnam
Duration: 1 year, extendable based on performance and funding
Start date: 1 September 2016

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 HIV, TB, and malaria targets. 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 10 staff in addition to resources available at the regional and global levels. CHAI is now seeking for a Vietnamese national to fill an Administrative Assistant position for the Vietnam Office.  

Main Responsibilities:

The Administrative Assistant will provide daily administrative and office operations support to the CHAI Vietnam office and report to the Finance and HR Lead.

• 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;
• Support to handle incoming/outgoing telephone calls, faxes, postal packages, etc.;
• 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;
• Perform other duties as requested.

Skills and Experiences

• Public health, development, business, economics or linguistics background
• Fluent in Vietnamese and English
• Good computer skills, especially with Microsoft Word, Excel, PowerPoint, Windows, and in internet-based communications
• Excellent interpersonal skills
• Excellent organizational skills and high attention to details
• Good command of task prioritization and time management to meet deadlines
• Good teamwork, spirit and enthusiasm
• Proven ability to problem solve and think proactively
• A minimum of 2 years’ experience in administrative role
• Experience in translation or other communications-related fields

Preferred:

• Specific experience in HIV/AIDS and other health issues is desirable
• Familiar with NGO work in Vietnam

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 to [email protected]. Indicate position sought in the subject line. Applications will be reviewed as they arrive, but must be received by 15 August 2016. Only shortlisted candidates will be invited for interview.