Executive Assistant

JOB TITLE: Executive Assistant

POSITION SUMMARY:
Closing date of application period: 15 April 2017
Starting Date: 15 May 2017
Full time position: 100% FTE, with full package of fringe benefits
Duration of contract: 1 year, with possibility of 2 year renewal
Country: Viet Nam
Base: Ho Chi Minh City, District 5
Travel requirements: May require infrequent trips to Ha Noi

ORGANIZATION DESCRIPTION:

Friends for International TB Relief or “FIT” is a registered non-profit organization whose work is based on the vision of a world free of Tuberculosis (TB). Our mission is to promote progress on the field of TB prevention and to stop the spread of the disease.

Over the past three years, we have actively participated in the eradication of TB by providing financial and technical assistance to local organizations involved in TB care and control in India and Vietnam. Simultaneously, we engaged in advocacy work through fundraising events in Germany and other industrialized countries to contribute to build and improve awareness about this global threat.

In particular, since 2014 we have been supporting the implementation of a grassroots TB elimination intervention based on a holistic package of outreach activities, stakeholder engagement and comprehensive care. Besides our project work in high TB burden countries, FIT also organizes events to strengthen the awareness and understanding about TB. One such event was the Rally around the Black Sea, which members of FIT staged as a fundraising event in 2013.

FIT was founded in 2012 and consists of TB activists as well as former patients. Our members reside all over the world ranging from Germany to Vietnam, Australia and the U.S., where they do their part in raising awareness and fighting the disease. Past and current partners include the Global Health & Education Trust, Otsuka, Stop TB Partnership, RESULTS Australia, HCMC Public Health Association, Vietnam National TB Control Program, Johnson & Johnson and most recently via the IMPACT TB project FIT has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 733174.

For additional information please refer to our website: www.tbhelp.org

MAIN DUTIES AND RESPONSIBILITIES:

• Maintain record confidentiality;
• Prepare meeting agendas and record meeting minutes;
• Translate program documents from Vietnamese to English and/or English to Vietnamese;
• Translate conversations for Programme Director;
• Maintain Human Resources documents;
• Ensure that proper protocol is followed for new hires;
• Assist in processing financial claims for approval by the Project Managers and Directors;
• Obtain quotations for supplies;
• Coordinate supply procurement & inventory management;
• Coordinate printing of program documents either in-house or through third-party vendors;
• File documents;
• Maintain fixed asset register;
• Coordinate travel arrangements for the organization;
• Support the implementation of all grants awarded to the organization;
• Assist Project Directors and Managers with any additional administrative work;
• Other similar tasks as needed.

REQUIREMENTS:

• Bachelor’s degree required
• Fluent in Vietnamese
• Excellent working knowledge of written and spoken English
• Strong computer skills, including familiarity and comfort with using Microsoft Word, PowerPoint and Excel
• Attention to detail
• Flexibility across a range of field- and office-related tasks
• Good attitude, self-motivated, and ability to work well individually as well as in teams • Highly motivated, willing to learn, service-oriented and able to work under high pressure and within a limited time frame
• Prior experience as an Administrative Assistant strongly preferred

APPLICATIONS SHOULD INCLUDE:

• A cover letter
• A detailed Curriculum Vitae
• Photocopy of related certification
• Two employment references (Name, Phone Number, Email Address)

SEND APPLICATIONS:

• By e-mail to [email protected]
• No later than Friday, 15 April 2017.

All applications will be carefully considered, but only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful.

FIT is an equal opportunity employer.