JOBS DESCRIPTION

Newborns Vietnam (NBV) is a UK registered (registration number 1144562), charity and is licensed to operate as an NGO in Vietnam.

Our mission is to ‘save newborn lives’ by reducing neonatal mortality (newborn deaths in the first 28 days of life) and promoting the health of newborn infants and their mothers. We work in partnership with national and regional referral hospitals in Vietnam to develop their capacity to improve the survival of newborn infants.

Executive Assistant (Hanoi) – full or part-time

Post holder reports to the Executive Director

Job description:

Coordination Tasks

• Manage the Administrative works of the medical and nursing programme flights, accommodation, daily travel to the hospital (s) and general logistical support
• Manage the visa application process in conjunction with our partner public hospital international officers.
• Send out welcome pack to the teaching team, (includes detailed information on what to bring/insurance)
• Ensure that all incoming teaching team leaders have a local phone and manage pre-payment.
• Manage the Executive Director’s diary to ensure that either the Executive director, an administration volunteer or the Executive assistant is available to provide support to the UK Neonatal Consultants/Advanced Nurse Practitioners/University lecturers (the teaching team)
• Coordinate with other Directors and the staff managing their diaries, in particular the Treasurer.
• Arrange meeting schedules for the medical and nursing education programmes.
• Manage the submission of our sports events permits
• Arrange medical sub-committee and Board meetings in conjunction with the Executive Director
• Troubleshoot daily operational and administrative problems and issues

Administrative Tasks

• Maintain record of flights, daily transport and accommodation costs and allocate to specific programmes.
• Check monthly airport and daily transport costs and verify cost to the used vouchers and confirm for payment.
• File systematically, all programme correspondence, reports, board minutes and other documents to enable easy retrieval and reference
• Check receipt of all documents from the teaching team that are required for nursing and medical teaching in Vietnam, keep accurate record.
• Perform other tasks as allocated by the Executive Director.

Translation Tasks

• Act as interpreter, including:interpretation of formal and informal discussion with Ministry of Health and other public bodies
• Act as translator for presentations on Newborns Vietnam’s work to our public sector partners/Ministry of Health.
• Presentations to Vietnamese companies of how they might support or sponsor the charity’s medical education programmes.
• Bi lingual translation of publicity materials, brochures, programme documents, press releases, application documents.

Person Specification 

• 5 years experience of similar work.  
• Must be fluent English speaking, with good verbal and written translation skills.
• Must have communication and interpersonal skills and be confident and able to successfully interact with senior members of local and central government
• Must be proficient in Microsoft Office (word, Excel, PowerPoint, Outlook) suite, capability in data base (Access, File Make Pro) and desktop publishing packages would be an advantage.
• Must understand diplomacy, patient confidentiality, and be honest, patient, hard working, enthusiastic and a good team player,
• Must have a “can do” attitude, be mature and flexible, self-motivated, enthusiastic and a good team player,
• Willing and able to travel
• Applications must be presented in English

How to apply:

• Please send CV and a covering letter in English addressing the list of competencies to: jobs.for.ngo.hanoi@gmail.com.
• Deadline 15/8/2017
• Title: “Newborns_Executive Assistant_Full name”

Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned. Any question, please contact 0243.8265118 (Ms. Tram)