JOB DESCRIPTION

INTRODUCTION:

CARE is an international development and humanitarian aid organisation fighting global poverty, with a special focus on working with women and girls to bring lasting change to their communities. As a non-religious and non-political   organisation,   CARE   works   with   communities   to   help   overcome   poverty   by   supporting development efforts and providing emergency assistance. We believe supporting women and girls is one of the most effective ways to create sustainable outcomes in poor communities.

CARE International in Vietnam (CVN) is a creative and dynamic organisation which has worked with Vietnamese partner organisations over the past 25 years in over 200 projects. CARE in Vietnam recognises that the key to achieving  equitable  development  outcomes  lies  in shifting  deeply  rooted,  structural  underlying  causes  of poverty and social and gender injustice which contribute to exclusion and vulnerability of particular groups in society. CARE in Vietnam’s long term program goals are that Remote Ethnic Minority Women (REMW) and Socially   Marginalised   People   (SMP)   equitably   benefit   from   development,   are   resilient   to   changing circumstances and have a legitimate voice.

PURPOSE OF THE POSITION:

The Program Assistant (PA) position, REMW program, provides support to a range of program activities including financial and administrative tasks, logistic, field travel, translating and interpreting, planning and coordinating within the REMW program.

The PA, on occasion, will be mobilised to work on other CVN’s activities, as required.

MAIN RESPONSIBILITIES:

PROGRAM ADMINISTRATION AND LOGISTIC:

• Assist the administrative work for program development and program implementation, including logistics preparation for training and workshop events, travel arrangements, and minute taking, etc.;
• Assist Portfolio Managers (PMs) and REMW team in preparation for and follow-up with the implementation of REMW program; procurement plans in compliance with technical guidance, CARE’s regulations and policies;

• Assist program inventory checking and update in accordance with CVN regulations and procedures;
• Update and keep tracks of progress of program, supplies and other procurements;
• Assist the team to compile and procure materials for project activities such as trainings;
• Assist the team to develop monthly work plans and to implement project activities as per the plan;
• Prepare project letters, documents, and other correspondence;
• Provide translation and interpretation, as required; and
• Participate in regular REMW team meetings as required.
• This position is based in Hanoi, with travel required to other sites.

PROGRAM FINANCE:

• Support the REMW team with financial procedures (e.g. payment, advance requests/ procedures, consultant contract etc.) in a timely manner and in-line with project budget;

• Maintain detailed records of beneficiary training and meeting attendance and associated costs (travel, accommodation, per diem) as required;
• Support finance section in financial check/auditing;
• Assist the REMW team in budgeting for program/project activities and new proposal development; and
• Support the PMs to ensure the efficient and proper use of activities funds in line with the approved budgets and in compliance with CARE’s finance manual and donor guidelines.

MONITORING, EVALUATION AND LEARNING (MEL):

• Assist in collecting MEL related information and data, obtaining agreement from manager for taking corrective actions as appropriate;
• Accompany the team to the field to support the roll-out of partner activities and contribute to activity report writing;

• Assist in documenting project activities, processes, emerging models, and lessons learned;
• Participate in data collection for project evaluations, research, and case studies; and
• Participate in quarterly, mid-term, and annual reflection workshops.

PARTNERSHIP AND NETWORKING:

• Proactively engage with partners and beneficiaries to seek their feedback and understand their requirements;
• Support the PM to develop and effectively maintain good partnership/ relation with partners and relevant stakeholders; and
• Provide clear explanations of the program/project and CVN to partners, communities and other stakeholders to build positive working relationships.

COMMON ACCOUNTABILITIES FOR CVN STAFF:

• To proactively participate in the APPA process for all direct reports (annual appraisal, midyear review and regular 1:1 meetings) creating an environment where feedback is valued, acted upon and monitored, and where the APPA process (including the paperwork) is an integral component of Annual Work Plans and activities;
• Engage in emergency preparedness, assist in any emergency response as required;
• Promote a safe and secure work environment; foster a culture of safety and security awareness and ensure compliance with the safety and security policies, procedures;
• Demonstrate an ongoing commitment to gender equality, diversity and child protection; and
• Comply with CVN’s financial and operational requirements, foster strong communication between operations and program teams and uphold high standards of honesty and integrity in personal conduct.

SELECTION CRITERIA:

• Minimum Relevant diploma, certificate and/or Vocational Training in Business Administration/English or equivalent and/ or a minimum 1 years relevant work experience, preferably for a Non-Government Organisation (INGO);
• Demonstrated experience in following standard policies, procedures and processes;
• Proven ability to manage and acquit a cash advance;
• Demonstrated good interpersonal skills, sound judgment, planning, problem solving, team building and facilitating skills;
• Demonstrated flexible approach and ability to work under pressure and to organise and manage workload to meet deadlines;
• Demonstrated ability to take direction and to work as part of a team;
• Demonstrated honesty, maintaining confidentiality, reliable and trustworthy.
• A willingness to learn about CARE, gender equality and women’s empowerment activities;
• Good communication (oral and written) skills in both in Vietnamese and English; and
• Basic use of Microsoft Office with knowledge in Microsoft Word, Power Point, Microsoft outlook and Excel.

How to apply

Please send your application letter and CV to jobs.for.ngo.hanoi@gmail.com. Title: “CARE_PA_Candidate’s full name”

Deadline: 25/5/2017.

Any questions please contact 043.8265118 (Ms.Tram)