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Thursday, 10 May 2012 07:59

JOB ANNOUNCEMENT

Handicap International is active in Viet Nam since 1992. The organization’s vision is of a world in which all forms of disabilities can be prevented, cared for or integrated, and in which the rights of people with disabilities are respected and applied. We are currently seeking a qualified and motivated person, Vietnamese nationality, to work in Phan Thiet city, Binh Thuan province in the position of

PROJECT ASSISTANT

Position type: Full time, contract term corresponds with project lifespan

Location: Phan Thiet-based, with regular travel to project sites in 3 districts of Binh Thuan and may travel - not frequently to Hanoi or other places in Vietnam for meeting

Interfacing: The Project Assistant reports to and is supervised by the Project Coordinator

Job Summary:

  • Facilitate daily administrative and financial management of the provincial out-reach component

  • Follow-up on the project out-reach component and activities in support to the staff of the project
  • Facilitate interaction and communication between project partners and project staff

MAIN TASKS & RESPONSIBILITIES:

General responsibility:

The Project Coordinator Assistant will ensure the good operational running of the project and facilitate the day-to-day function of the project office. S/he will:

  • Be in charge of Service support: Administration, finance management, logistic, human resources and accountancy.
  • Assist the coordinator in implementation regarding social protection for people with disabilities.

Specific responsibilities

1.    Service support

1.1  Administration

  • Ensure the daily organization at project office: filing system, office and vehicles inventory
  • Receive and support visitors  with information
  • Receive phone calls and intervene as appropriate
  • Transmit all messages received
  • Update namecards and contacts
  • Manage office correspondence and communication (post mail, email, internet)
  • Classify and upkeep office library / reference materials
  • Prepare / type documents, letters
  • Develop/use administrative forms properly (leave, insurance claim, etc…)
  • Organize accommodation, visa, tickets for national and international visitors
  • Translate documents when necessary
  • Interpret in meetings or during missions when necessary
  • Record minutes of meetings with partners if required

1.2  Coordination

  • Organize periodical meetings with partners
  • Organize training events according to OP
  • Organize missions visits and meetings
  • Communicate with partners, mass media, other government offices and stakeholders when appropriate

1.3  Finance & Accountancy:

  • Manage day-to-day cash and bank books
  • Manage cash box: weekly cash box breakdown
  • Make payments and monitor daily expenditures
  • Coordinate closely with HI-VN support office accountant to manage and follow up project accountancy
  • Prepare monthly accounting report as required
  • Assist the coordinator in co-financing activities
  • Systematic register of the documents according to accounts, and numbering accd. To the figures of the accounting journal
  • Photocopy of accounting documents every month and send to HI-VN office
  •  Archive the copied accounting documents and the monthly documents
  • Make monthly cash request based on monthly forecase and a close follow up on the available funds, making sure that a security cash amount if maintained
  • Alimentation of cashbox and exchange management regarding accounting procedures
  • Manage advanced payments: payment, follow up, cancellation

1.4  Logistics:

  • Update suppliers contact, price lists
  • Conduct purchase process and expenses following HI procedure: (the 11 steps)
  • Follow up on Inventory of office and project equipment
  • Coordinate with HI-VN support office in logistics
  • Follow up on office/housing status
  • Organize accommodation, visa, tickets for expatriates or short-term consultants
  • Purchase equipment/furniture for expatriates or short-term consultants according to HI-VN rules (with approval from the Direction)
  • Manage office security, insurance, contract
  • Manage housing security, insurance, contract (if applicable)
  • Supervise the maintenance of office/house and equipment
  • Supervise the operation and maintenance of office vehicles
  • Support expatriates or short-term consultants in the living conditions

1.5  Human Resource:

  • Keep track of project staff contracts with HR in Hanoi support office
  • Follow up on Salary payments
  • Coordinate and follow up of annual leave
  • Assist the coordinator in staff recruitment procedure
  • Assist short-term consultants and expatriates for living in Vietnam
  • Assist the coordinator to implement and follow up the HI-VN Internal rules.

2.    Project-related support:

2.1 Project management:

  •  Assist in data collection for reporting and monitoring of the project evolution using quality control tools and Logical Framework planning.
  • Classify documents according to the filing system; ensure good use of computer network and interaction with the trainer staff.
  • Represent the project in the absence of the coordinator when required

2.2 Training Component

  • Prepare training sessions and use of  technical library for trainers
  • Support the trainers and coordinator on the monitoring of the overall training program of  the project
  • Brief trainer staff of project partners on the progress of training component.

2.3 Other tasks:

  • Be available for occasional HI promotion activities of the project
  • Support eventual conflict resolution when needed. 
  • Be available to receive technical training and briefing in the field of treatment for persons with disabilities
  • Availability for travel in-country in Vietnam

 

General term:

Apart from the specific terms stipulated above, with his/her common sense the employee will be willing to take on other tasks within his/her capacities in the event of emergency.

 

Selection Criteria and Qualifications

 

  • University graduate in social sciences; certificates in accounting is an asset.
  • A minimum of three years’ experience in administration, accounting, preferably in the NGO circle.
  • Good presentation, negotiation and interpersonal skills;
  • Fluency in English (>IELTS 5.5 or equivalent) and Vietnamese, both verbally and in writing;
  • Computer literate and effective abilities in Word, PowerPoint, Excel;
  • Ability to work independently, exercise judgment, meet deadlines and work under pressure;
  • Sensitive to needs of marginalized population and people with disabilities;
  • Communicating in a credible and effective way;
  • Ability to travel frequently to project sites;

 

Applications should include:

  • A resume/curriculum vitae (no more than 3 pages) summarizing qualifications and experience;
  • An application letter (no more than two pages);
  • 3 work referees and contact details.

 

Please indicate your expectation for remuneration/salary in your application

 

Submit applications by 31st May 2012

Contact details:

Email to: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

with cc to: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Handicap International is an equal opportunity employer. Women and people living with disabilities are strongly encouraged to apply. For detailed information on Handicap International, visit our website: www.handicapvietnam.org

 

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