Program Assistant

Job Title: Program Assistant
Place of Work/Location : Hanoi
Reports to: Project Manager and Coordinator
Line management responsibility: NA
Duration : 1 year with potential extension

Introduction
Inclusive Development Action (hereinafter called IDEA) was established in 2006 as the Disability Unit of Vietnam Foundation for Science and Technology information network. IDEA is a local NGO working in the field of disability with the overall goal of promoting inclusive and barrier-free national development by providing information, advice and training to People with Disabilities (PWDs), NGOs and international agencies.

Job Purpose
To assist Project Manager and Coordinators in project management and logistical issues to ensure the quality implementation of IDEA Program Activities in Vietnam. Maintain effective communications and coordination with local partners and IDEA colleagues.

Key accountabilities
1. Program implementation, operation, management
- Assist project managers in working with local partners to develop detailed implementation plans for the project activities. Support partners to ensure timely and effective implementation of scheduled activities;
- Support local services providers, consultants, and trainers in the delivery of technical and small business management trainings for low-income households of PWD;
- Assist Project Managers/Coordinator to develop and implement capacity building plans for partners, including training of accountants, credit officers, DPO leaders;
- Ensure compliance to policies and procedures of IDEA and VN government and donor;
- Provide back up support to colleagues when necessary to continue regularly scheduled activities;
- Assist and suggest Project Managers/Coordinator to improve input supply and market linkages for the poor traders/entrepreneurs;
- Support both Project Managers with defined tasks in the areas of product development, product launching, and performance monitoring of microfinance activities;
- Assist in delivery of capacity building exercises, program design and materials and technical assistance to partners;
- Collect and provide necessary data and information that serve as basis for implementation planning process;
- Assist in data collection for writing funding and grant proposals for foundations, donors and charities for IDEA programs.
2. Monitoring, evaluation and documentation
- Assist Project Managers/Coordinator to create and improve systems that support efficient program delivery, data collection and management, and use for planning and improvement;
- Monitor and evaluate the project activities based on project objectives and recommend adjustment of implementation based on the results;
- Support Project Managers/Coordinator in meeting with counterparts on a regular basis, record minutes, cooperate and collaborate on project design and implementation;
- Keep Project Managers/Coordinator fully informed on progress, obstacles and issues for the assigned work;
- Support Project Managers/Coordinator, Local Partners, and external consultant in project surveys such as needs assessment and final evaluation;
- Collect and maintain project data for reporting and documentation purposes;
- Assist Project Managers/Coordinator to prepare monthly report for the implemented project activities and donor reports;
- Prepare draft reports as required in a timely manner;
- Monitor deadlines for donor reports, help to collect program data from field sites/partners, and check financial reports prior to submission;
- Monitor the submission of periodic narrative and financial reports from project partners, check all needed information is submitted, and request additional information as needed;
- Maintain program filing system for assigned projects and monitoring systems that use industry key performance indicators in microfinance;
- Assist in delivery of progress reports, quarterly and annual evaluation reports and best practices manuals as requested.
- Assist Project Managers/Coordinator to prepare budget plan/revision, monitoring and report expense;
- Monitor operating budget and advise the Project Managers/Coordinator of any anticipated problems;
- Ensure that all expenditures comply with policies and procedures of IDEA and VN Government and donor.
- Assist finance team to conduct project audits if needed.
4. Linkages/Communication/Coordination
- Keep effective communication with all partners, consultants and project team to ensure that they are fully involved and informed of project activities and the needs of the beneficiaries and service providers;
- Collaborate with communications unit for appropriate promotional and dissemination of information and materials;
- Assist in the creation of media materials for advocacy efforts such as press releases, brochures and promotional materials.
5. Other Tasks:
- Provide interpretation and translation (oral and written);
- Help to arrange and develop an itinerary for program visitors, donors, and staff as needed;
- Represent IDEA at meetings, on-site visits and international seminars when needed;
- Other tasks assigned.

Person specification
- University degree, preferably in English, Business, or Accounting;
- Excellent spoken and written English;
- Excellent Computer – Microsoft Word, Excel, and relevant software for financial and dtabase management;
- Effective Facilitation, Communication and Interpersonal skills;
- Ability to travel to project sites;
- Ability to work independently, in small teams and be flexible;
- Secretarial skills;
- Planning and organizational skills;
- Demonstrated passion and commitment to development work; and
- A minimum of one year of professional experience in project management and implementation in related field.

Interested applicants should submit a CV, a cover letter and contact information, all in English at [email protected] and by 29 February 2012, or Inclusive DEvelopment Action (IDEA)
Floor 12nd, Room 1205A, B14 Kim Lien, Pham Ngoc Thach, Dong Da, Hanoi
Tel: (+84 4) 222 04 113 / Fax: (+84 4) 222 04 114