Project Assistant

The Partnership for Health Advancement in Vietnam (HAIVN)
Project Assistant for IMPACT MED Alliance

Background:

The Partnership for Health Advancement in Vietnam (HAIVN), a collaboration between Harvard Medical School (HMS), Beth Israel Deaconess Medical Center (BIDMC), and Brigham and Women’s Hospital (BWH), seeks to develop capacity for high quality medical education, research and healthcare in Vietnam. HAIVN has been working to improve the health system in Vietnam since 2003.

HAIVN, through a USAID funded project, Improving Access, Curriculum and Teaching in Medical Education and Emerging Diseases (IMPACT MED) Alliance, is currently supporting three priority areas: (1) a comprehensive reform of undergraduate medical education curriculum at Hai Phong, Thai Binh, Hue, Thai Nguyen and HCMC Universities of Medicine and Pharmacy (UMPs); (2) the creation and implementation of a pilot of the surgery residency program; and (3) enhancing the preparedness in addressing emerging epidemics in the health care system of Vietnam.

HAIVN is currently seeking a Project Assistant to support the project team. This person is required to be knowledgeable of and have good skills in project management and administrative tasks.

Job Location: This position will be based in Hanoi with occasional travel to project sites around Vietnam.

Overall Responsibilities

The Project Assistant will support and directly report to HAIVN’s IMPACT MED Project Managers (PMs). This person will be responsible for providing administrative support to the IMPACT MED team.

Specific Responsibilities

• Assist in preparation and implementation of project activities including capacity building, project review, planning, data collection from partners and reporting.
• Support in day-to-day project activities including filing, note taking at team meetings, or at meetings with partners, circulating documentation/materials, compilation of documents for meetings or project activities, development of the quarterly and monthly plans, and communication of project activities with HAIVN communications officer.
• Assist IMPACT MED team members in conducting on-site technical assistance visits or organizing training activities at UMPs. Assist in compiling documents for training and/or preparation of the activity reports or documentation. Assist with translation of these trip reports as needed.
• Under guidance of PM, support the preparation of materials/documents for project training activities, and assist team members in their following up
• Support under the guidance of PM and/or in collaboration with IMPACT MED Project Officers (PO) in updating the quarterly, monthly plans to share with donors and partners (if necessary)
• Assist in arranging meetings, update the office calendar of project activities in the workplan,
• Assist and coordinates travel plans of international/national/team members for technical assistance to inform hotel and car booking in due course.
• Under guidance of PM, in collaboration of POs, following up translation of training materials, documents, correspondence or notes.
• Assist in compiling and estimating budgets for project activities as relevant.
• Undertakes other secretarial/administrative tasks as required.
• Organize and manage the IMPACT MED Dropbox for information and file sharing.
• Takes other duties as assigned.

Required Experience

• Two years of professional experience at minimum in development project(s)
• University degree, degree in public health or related field preferred.
• Previous experience with an international organization and/or government agency is preferred

Required Qualifications

• Good organizational skills
• Good computer and information technology skills
• Fluent in oral and written English
• Highly responsible, organized person with attention to details
• Good personal communication skills to communicate and maintain contact with partners and team members
• Able to work both independently and as team member
• Able to work under pressure, to meet deadlines
• Able and willing to travel within Vietnam
• Passionate about improving the medical education system and epidemic control in Vietnam

Position Type: Full-Time/Regular

To apply for this position, please send cover letter, writing sample in English, and curriculum vitae to Ms. Dam Thuy Huong at [email protected] by May 1, 2018.
Only short-listed candidates will be contacted for an interview.