Project Assistant

6 months ago

Hanoi, Vietnam FHI 360 Full time

Position Description:
The Project Assistant will serve as key staff providing administrative and logístical support to the USAID-SET project team. Key responsibilities include coordinating meetings and events, managing travel arrangements, translating project documents, organizing project files, supporting purchase requests, and providing administrative support to SET teams. The assistant will also track inventory, manage project reimbursements, and provide additional support to technical teams as needed.

Key duties and responsibilities:
- Providing administrative support to SET teams.- Collaborating with technical teams and partners to support the coordination of meetings, workshops, training sessions, and advocacy activities.- Supporting technical teams in monitoring and synthesizing TA reports and training- Scheduling project calls and meetings, preparing meeting agendas, and taking minutes.- Translating project documents and training materials from English to Vietnamese and vice versa.- Communicating with partners about required documentation and collecting project documents for verification and filing.- Creating and maintaining organizational project filing system including SharePoint and Google Drive and assisting in the preparation/combination/uploading of project reports and documents. Printing, photocopying, or scanning documents if required.- Support the development of statements of work, requests for quotes, and consultant agreements.- Collaborating with technical teams and partners to execute events and manage project reimbursements.- Tracking inventory and completing the transfer of equipment or materials and documents to partners according to FHI 360 procedures.- Supporting the preparation of purchase request, and input purchase requisition in DPA- Providing additional support to various technical teams during surges in workload.- Undertaking other duties as assigned.

Experience and abilities for the position:

- Requirements_- A Bachelor's degree in project management, administration, social work, public health, or a related field.- Strong organizational skills and the ability to prioritize tasks effectively.- Proficiency in Microsoft Office.- A strong interest in learning new skills and working as part of a dynamic team.- Excellent interpersonal skills and the ability to work well with all project staff, implementing agencies, GNV counterparts, donor agencies, and community members.- Excellent written and verbal communication skills in both English and Vietnamese.- Willingness to travel as needed.
- Preferred_-
- Professional experience working with an international organization; experience working in TB, HIV.- Experience in data visualization

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an

equal opportunity and affirmative action employer

whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.


FHI 360 fosters the strength and health of its workforce through a

competitive benefits package

, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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