Executive Assistant

Reports to: Executive Director

Location: Hanoi office with travels to the fields and internationally as required

Full time job: Yes

Key Relationships to reach solutions:

- Internal: Members of PRG, EDO, FIN, CLT, ActionAid International

- External: ActionAid Vietnam’s Partners, Government Officials

Role Overview

The Executive Assistant actively works within assigned tasks; provides core administration, logistics and communication programme support to Executive Director (ED) to enable efficient management of the ActionAid Vietnam.

Role Accountabilities:

[I] Provides desk support to ED Vietnam

1. All incoming mails and correspondence, respond and correspondence as designated by ED are scrutinized, reported and updated to ED as appropriate.

2. ED’s travel and schedule including appointments and other travel related arrangements (visas and other logistics) are well prepared.

3. Follow-up on comments/suggestions sought by ED with Strategic Executive Team (SET) and other related parties are well managed with deadlines.

4. Filing systems for documents within ED Office are up-to-date, correct and well managed.

5. Participation in external events/meetings as requested by ED is done with debriefing reports.

6. Efficient administrative coordination with the various departments and regional offices of AAV is ensured.

7. ED’s responsible tasks and events (national, regional, international) are well monitored.

8. Connection between ED and the Asia Regional Office, AAI and International Secretariat offices is well handled.

9. Effective and confidential secretarial support is provided to ED.

10. Minutes/briefs of meetings summoned by ED are well issued and the organisation of such meeting/event are fully provided.

11. ED’s appointments are coordinated and kept updated at all times.

12. All telephone calls to EDO and visitors to EDO are properly handled.

13. ED’s Teleconference is properly supported when required.

[II] Responsible for linking up with external networks

1. ED’s communication with partners is well supported.

2. Contract and MOUs - as and if required by ED are well prepared.

3. The output and outcome of projects is properly followed up with partners

4. Communication between ED and AAI and International secretariat office is well facilitated.

[III] Monitors EDO’s annual budget

1. Support for the preparation of EDO’s plans and annual Plans and Budgets as required.

2. The implementation and update of the above stated plans and budgets are regularly monitored and informed to ED

[IV] Provides relevant information

1. Summary / briefing of documents coming to EDO is well and punctually prepared

2. Internal and external requests on information on AAV, Asia Region and AAI are provided as per request.

3. Field visit is fully done when being required to observe and gather information for updated programme knowledge.

4. Involvement in programme work with an aim to increase programme knowledge as appropriate.

[V] Office Admin Support

1. Cooperation with Office Admin staff is ensured providing effective Admin support to EDO and the organization.

[VI] Support Governance work

1. Support and coordinate for related Governance work of AAV

2. Provide support to the activity of AFV board members.

3. Assistance is provided for the smooth transition of ActionAid Vietnam in the nationalization process

[VII] Other Tasks

1. Provide support in special projects.

2. Other tasks as required by line manager are well performed.

Candidates submit CV via link: https://tadaa.actionaid.vn/application-form/412fpxv6ntf181q993jj75p0d2

Qualification

- University degree in Finance management or relevant field

- Committed and honest

- Self-motivating personality

-Payment (Rate of fee/allowance per working day, insurance provided, time of payment)

- Intern allowance is paid at the last week of the month. The Intern is requested to submit a timesheet by the 5th of next month and monthly report to Line Manager.

- 24/7 Accident insurance will be provided.

Other benefit and responsibilities

- ActionAid International Vietnam will write reviews and acknowledge after the collaboration period of the Intern with AAV if s/he meets the requirements of AAV and at his/her request to apply to other organizations.

- The intern is expected to follow strictly the Intern Policy and other related policies of AAV such as annual performance review.

- The Intern is required to keep all information and data on the Finance function confidential and for internal use. If s/he discloses such information to a third party outside AAV, s/he will be responsible for that loss of intellectual property and his/her contract will be terminated immediately by AAV.