Program Assistant

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a workforce of over 4,000 employees. The organization focuses on various sectors including health, education, economic development, and social justice, aiming to create a positive impact on communities worldwide.

Job Overview:
The Program Assistant position within the STRengthening Infectious disease DEtection Systems (STRIDES) Activity is crucial for providing essential administrative support to the STRIDES team in Vietnam. This role is designed to ensure the smooth coordination and execution of project tasks, which includes scheduling meetings, tracking deadlines, maintaining project documentation, and assisting with basic financial tracking. The Program Assistant will also support risk identification and monitoring subcontract deliverables, playing a key role in facilitating communication with the project team and ensuring compliance with project guidelines. The position requires a proactive approach to managing various administrative tasks and supporting the overall objectives of the STRIDES Activity.

Duties and Responsibilities:
The Program Assistant will be responsible for a variety of tasks including: providing basic administrative support, scheduling meetings, managing expense reports and travel expenses, and tracking simple tasks. They will assist in planning activities, prepare basic schedules, and maintain project documents while assisting in report preparation. The role also involves attending project meetings, preparing pre-meeting and post-meeting notes and memos, and planning for project-related meetings by booking conference rooms, ordering catering, and preparing materials. Additionally, the Program Assistant will support travel and logistical arrangements for events, conferences, and workshops, manage electronic files, and ensure adherence to project guidelines. They will assist with tracking sub-award deliverables, maintain a filing system, and support the collection of information for reports. The position also includes providing technical support in the development and dissemination of tools and materials, facilitating job descriptions, arranging interviews, and troubleshooting equipment issues. Furthermore, the Program Assistant will assist with basic tracking of project expenses, payment processing, and consultant support, contributing to the development of the project’s budget process as needed.

Required Qualifications:
Candidates for the Program Assistant position should possess strong organizational skills, attention to detail, and the ability to communicate effectively in both written and verbal forms. They should have a basic understanding of project design concepts and practices, as well as proficiency in Microsoft Office Suite. The ability to solve problems and recommend corrective actions is essential, along with the capability to work independently and as part of a team. The role requires a professional demeanor and the ability to articulate ideas clearly to clients and staff.

Educational Background:
An Associate degree or its International Equivalent in fields such as Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology, Youth, or a related field is required for this position. This educational background will provide the foundational knowledge necessary for the administrative and programmatic support expected in this role.

Experience:
Typically, candidates should have 0 - 2 years of relevant administrative experience supporting projects or a technical practice area. Prior experience in a non-governmental organization (NGO) is preferred, especially with USG funding. Familiarity with Microsoft Office Suite is also preferred, as it is essential for the tasks involved in this position.

Languages:
Fluency in English is mandatory, both written and spoken, as well as fluency in Vietnamese as appropriate for the role. This bilingual capability is crucial for effective communication within the team and with external stakeholders.

Additional Notes:
The Program Assistant position is based in Hanoi, Vietnam, and may involve less than 10% travel. The role does not have supervisory responsibilities and typically reports to a Manager. The job is structured to support a healthy work/life balance, and FHI 360 offers a competitive benefits package along with professional development opportunities. The organization is committed to equal opportunity and affirmative action, ensuring a diverse and inclusive work environment.