Project Assistant

The Meeting Targets and Maintaining Epidemic Control (EpiC) is a global project focused on HIV and global health security with funding from the United States Government. EpiC is seeking a proactive and detail-oriented Vietnamese candidate to join our team as a Project Assistant, based in Ho Chi Minh City.

Main responsibilities:

• Provides basic administrative support, schedules meetings, managing expense reports and travel expenses, and tracks simple tasks

• Supports planning activities, prepares basic schedules

• Assists with managing small tasks, tracks deadlines

• Maintains project documents, assists in report preparation

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• Attend project meetings and prepare pre-meeting and post-meeting notes and memos.

• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.

• Support travel and logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc. for staff and consultants

• Support the EpiC Vietnam Activity to manage electronic files and/or review to ensure completion.

• Provide communication support; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed.

• Coordinates with team members on administrative tasks

• Ensures adherence to basic project guidelines and reporting requirements

• Supports identification of minor risks and tracks issues

• Payment processing: receive invoices in the financial system of record, compile payment packages, obtain approvals, and submit for processing

• Provide support with the translation of reporting deliverables, presentations, contracts and other materials as requested.

• Other duties as assigned.

Experience and abilities for the position:

• Bachelor’s degree in English, communications, project administration, social work, public administration, public health, or relevant field.

• Minimum 2 years’ experience in administrative or translation role. Experience working with public health or NGO projects is an advantage.

• Strong organizational skills and ability to prioritize

• Interest in learning new skills as part of a dynamic team

• Excellent written and oral communication skills in English and Vietnamese

• Proficiency in MS Office package (Word, Excel, and PowerPoint, etc.).

• Ability to travel as necessary.

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The expected hiring salary range for this role is VND 300,000,000 - 350,000,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

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.

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