Project Assistant

Terms of Reference

Position Title: Project Assistant

Location: Hanoi, with frequent travel to Project areas in Son La and Lao Cai provinces.

Period of Assignment: January 2019 to January 2020 (plus possible 2-year extension)

Reporting To: Deputy Team Leader

Background:

Founded in 1985, CowaterSogema International Inc. has built a global reputation for excellence in the world of management consulting in international development. Headquartered in Ottawa, Canada and with experience in more than 65 countries, CowaterSogema has established itself as Canada's leading management consulting firm in international development. Our clients include the World Bank, the Asian Development Bank, the Department of Foreign Affairs, Trade and Development Global Affairs Canada, the Australian Department of Foreign Affairs and Trade and many more. Join our team and be part of a fast-paced and dynamic team who is passionate about development and achieving sustainable results.

Cowater is recruiting a Project Assistant to support a socio-economic development initiative - Aus4Equality|Gender-Responsive Equitable Agriculture and Tourism (GREAT Program) in Vietnam. The Program aims to increase women’s economic participation and decision-making through improved access to markets and more effective engagement in the agriculture and tourism value chains in ethnic minority regions of North-West Vietnam.

Statement of Duty:

Reporting to the Deputy Team Leader, the Project Assistant is responsible for providing high level administrative services to the Aus4Equality Project. This includes supporting the team across an array of duties in accordance with the procedures and guidelines laid out in the Aus4Equality Program Administration Manual.

Specific Duties:

Reports and Communication

• Word process all reports and proposals for projects or proposals;
• Assist the technical program team by providing logistic support to media releases, briefings, communications activities and other Project promotion events;
• Assist the technical program team with correspondence, mail registration and filing; Manage the program’s correspondence system.
• Proofread documents prepared by staff and consultants for spelling and grammar;
• Translate documents from Vietnamese to English and vice versa, as required.
• Provide interpretation services for the Team Leader as required.
• Format, design and prepare documents for printing and copying, upon final approval of the Team Leader and/or Operations Manager;
• Keep all reports filed systematically in both electronic and hardcopy formats.

Coordination and Logistics

• Ensure all technical program team administrative activities are coordinated effectively;
• Coordinate and assist the organization of program events, workshops and meetings including venue coordination, invitations, participation confirmation, travel and accommodation arrangements, supplies and materials, equipment hire; and prepare payment documents to submit to finance department to process payment to event suppliers;
• Coordinate and provide logistical support for Project activities and tasks, including travel arrangements, visas, field visits, and DFAT/counterpart visits; and;
• Prepare budget estimate and commitment in relation to technical activities;
• Arrange driver/car time schedule and availability and superintend car’s logbook.
• Provide administrative support to long-term field personnel;

Scheduling and Meeting

• Provide technical team members with meeting arrangements, book meetings, book meeting rooms.
• Manage and track senior management calendars.

Required Qualifications:

• Bilingual (English and Vietnamese) at an advanced level;
• Ability to provide simultaneous interpretation services as required
• Advanced Microsoft Office Skills (Word, Excel and Powerpoint
• Advanced Filing Skills (both Electronic File Management and Hardcopy filing protocols);
• Minimum 5 to 10 years of experience in a similar role.

Skills/Abilities:

• Quality (accurate, precise, thorough, complete, attention to detail);
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner);
• Helpfulness / positive attitude / diplomacy;
• Organization (tidy and efficient workspace and electronic files);
• Multi-tasking (prioritizing and juggling various tasks effectively);
• Attendance / punctuality.

Interested candidates are invited to send application to [email protected]. Please indicate the Job title in the subject line.

Application should include:

• A cover letter including a response to each of the selection criteria
• A detailed Curriculum Vitae
• Contact details of 03 referees

Deadline of submission: 5pm, 31 December 2018

Women, and people of ethnic minority are encouraged to apply