Program Assistant

Program Assistant (based in HCMC)

About AIP Foundation

AIP Foundation is a non-profit organization dedicated to saving lives on the roads and increasing access to safe, equitable, and sustainable mobility for all. We envision a world with zero road injuries and fatalities. Beyond empowering underserved road user communities, AIP Foundation tackles injustice related to youth engagement, workers' rights, gender equality, and environmental issues. For further information, please visit www.aip-foundation.org

WHO WE ARE

• 50 passionate humans making the world a better place
• An inclusive and women-led non-profit
• A blend of local and international employees implementing programs in Vietnam, Cambodia, Thailand, India, and the Philippines

Summary

The AIP Foundation is seeking for a fulltime position of the Program Assistant who will be based in Ho Chi Minh city office. The key focus of the role is to assist Program Managers in planning and implementation stages across all AIP Foundation’s programs and public awareness campaigns.

Line management/Appraised

This role will be line managed by the designated Program Manager

Job Description

Primary function

• Under the supervision of designated Program Managers, the Program Assistant will support to organize and perform project activities under on-going projects, sustain and strengthening relationship with local and national project stakeholders and join in delivering all committed results and deliverables in its work plan.

Program implementation

• To assist Program Managers in planning and implementation stages across all AIP Foundation’s programs and public awareness
• campaigns;
• To supports in developing plans and budgets, implementing activities, conducting monitoring & evaluation, developing reports.
• To provide support to relevant partners to ensure quality, participatory, effective, efficient and cost-sensitive planning, implementation, monitoring/reviewing, reporting and evaluation processes of the programs activities in the program areas, with and by partners;
• To provide logistical support on program implementation to the Program Manager(s) and/or National Program Director where required;
• To provide support in organizing trainings, workshops and other capacity building activities
• To develop and maintain positive relationships with key stakeholders, i.e. sponsors, government departments, school staff, children and parents.
• To manage agencies, vendors, suppliers in the process of program implementation.

Program monitoring, evaluation and reporting

• Monitor program activities conducted by partners to ensure program activities implemented as per work plan;
• Participate in, support and prepare logistics for research, surveys and other monitoring and/or evaluation activities in project areas as needed;
• Assist with the monitoring, evaluation and reporting relevant to each program or public awareness campaign, as directed by the Program Manager(s)

Program administration

• In charge of AIP Foundation's Podio general admins who oversee all the workspaces to ensure staff work properly in terms of database and underlined system setting up;
• Carry out all program related administrative tasks, as directed by Program Managers to include:
  
  • Translation of English to Vietnamese and Vietnamese to English
  • TORs, MOUs and other Documents drafting
  • Project database management: study, update, maintenance & filing
  • Planning and executing meetings, travels, and other administrative tasks efficiently including advance andpayment requests.

Key working relationships

• Key stakeholders
• Sponsors
• Program Manager(s)
• National Program Director

Qualifications

• University degree
• Skills in using technology applications (preferable)
• 02 years of experience in related field (preferable)
• Time management skills
• Flexible attitude
• Fluent spoken and written English
• Team player
• Excellent interpersonal skills
• Enthusiastic
• Excellent communication skills
• Honest and trustworthy

Contact and application deadline

The position will be hired locally in Vietnam.

Applications are due on 15 Aug 2022. However, please note that applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

Please submit your Cover letter & CV and two references with email address & telephone number to our AIP Foundation email address at: [email protected]

The reference check will only be carried out with the final selected candidate and well informed to candidate before contacting his/her references.

All applications will be carefully vetted, including working history and background checks.