Assistant Secretary

TERMS OF REFERENCE

CCM Assistant Secretary

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Job Title:                    Assistant Secretary - fulltime

Location:                    Hanoi

Background

The Global Fund to Fight AIDS, Tuberculosis and Malaria is a global public/private partnership dedicated to raising and disbursing large amounts of additional finance to prevent and treat the three pandemics. The Global Fund has so far committed more than US$10 billion to over 520 programs in 136 countries.

The Global Fund finances programs, among others that focus on the creation, development of partnerships among relevant players within a country, including governments, NGOs, civil society, multilateral and bilateral agencies and the private sector: strengthen the participation of people, particularly those affected by the three diseases: build on existing coordination mechanisms, and promote new and innovative partnerships; encourage transparency and accountability; and eliminate stigmatization of those affected by HIV/AIDS, especially vulnerable groups.

The Global Fund recognizes that only through a country-driven, coordinated and multi-sector approach involving all relevant partners will additional resources have a significant impact. Thus a variety of actors must be involved in the development of proposals and decisions on the allocation and utilization of Global Fund financial resources. To achieve this, the Global Fund expects grant proposals to be coordinated among a broad range of stakeholders through a Country Coordinating Mechanisms (CCM), and that the CCM will monitor the implementation of approved proposals.

The CCM should build on and be linked to existing mechanisms for planning at the national level and be consistent with national strategic plans. The secretariat works closely with the Chair of the CCM to facilitate activities of the CCM-Vietnam.

The Viet Nam CCM is now seeking a Secretary to work within the CCM Secretariat.

Objectives

• Provide administrative support to the CCM Secretariat.

Tasks

• Arrange appointments for CCM Chair and Members of CCM, receive visitors; place and screen telephone calls, respond to routine requests for information, and prepare briefing folders;
• Draft correspondence on routine matters on own initiative or from brief instructions;
• Maintain general and project files and update databases and records on activities for monitoring and evaluation purposes;
• Assist in searching, compiling and maintaining information relevant to the CCM; Maintain appropriate follow-up system on status of activities;
• Undertake preparation for meetings, workshops and training courses, including preparation of related folders and logistic arrangements, taking notes and preparing minutes etc;
• Provide logistical support, including visa, transportation, hotel booking etc. for the visitors relating to organization of meetings of the CCM, as needed;
• Provide logistical support, transportation, hotel booking etc. for the CCM members that are living out of Hanoi, to ensure their attendance at CCM meetings;
• Provides secretarial and clerical support to Consultants, and CCM Chair as and when required;
• Translation of key documents (e.g. letters, presentations, background documentation for meetings, etc) from English into Vietnamese and vice versa;
• Provide interpretation as needed in various contexts including meetings, workshops, community meetings, site visits as assigned by the team members;
• Monitor budget spending;
• Orient, support for and monitor partners on administrative and financial policies and procedures;
• Screen and maintain financial transactions related to the CCM in accordance with administrative and financial rules and regulations, including payment request and clearance of supporting documents;
• Performs other related duties as may be required.

QUALIFICATIONS REQUIRED:

Education

• Bachelors degree with thorough training in secretarial and clerical duties.

Functional Skills and Knowledge:

• Ability to translate and interpret from Vietnamese into English and from English into Vietnamese.
• Thorough knowledge of office procedures.
• Ability to draft correspondence, summary of meetings, and notes for the record etc.
• Good computer skills and ability to adapt to various software applications.
• Ability to work harmoniously as a member of a team,
• Ability to adapt to diverse cultural and educational backgrounds
• Ability to work on her/his own initiative.
• Ability to work to deadlines.

Experience

At least one year of experience in secretarial or clerical posts, preferably, including experience with an UN agency or international organization. Experience as a translator preferred.

Languages

Excellent knowledge of spoken and written English and Vietnamese.

Salary

USD 900 (including tax and social insurance)

How to apply:

Interested candidates should send applications to CCM mailbox: [email protected] before August 10, 2022.