Program Assistant

JOB TITLE: Program Assistant, Vietnam JOB GRADE: 18 BUSINESS UNIT: Orbis Global Programes EMPLOYMENT TERMS: Limited-Term (Over 6 months) Full-Time COUNTRY OFFICE/DEPT: Vietnam APPROVED BY: Ngoc Pham - Country Director DATE: October 26 LOCATION Hanoi, Vietnam with regular travel to project sites (40%) JOB SUMMARY The Program Assistant will provide support to the Program team in the planning, implementation, and evaluation of Orbis Vietnam program/projects as assigned, initially focusing on the project implemented by the National Hospital of Endocrinology. This role requires excellent organizational skills, attention to detail, and the ability to work collaboratively with internal teams and external stakeholders. REPORTING & WORKING RELATIONSHIPS The Program Assistant reports directly to the assigned Program Officer and works closely with various internal and external stakeholders. Internally collaborates closely with the Program Team, MEL Manager, interacts with the Communications and Finance Teams for branding, design, payments, and budgeting and external collaborations include maintaining crucial partnerships with Orbis partners, ensuring effective ongoing support for project/program implementations. ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY Assist in developing work plans and budgets in coordination with other Program staff, Country Director, and Operations. Support Program team in coordinating and supervising the implementation of projects as assigned. Help develop and strengthen partnerships with local partners and key stakeholders, maintaining relationships with relevant authorities. Collaborate with other staff to conduct regular field visits to monitor the progress and quality of program/project activities and propose solutions for any problems that arise. Work with Monitoring, Evaluation, and Learning (MEL) Manager to update and collect data as needed. Assist in checking payment documents received from field staff before submitting them to program and finance departments. Draft correspondence and translate documents as required. Provide logistics support in organizing training and workshops. Assist in the development and dissemination of program materials, such as reports, presentations, and publications. Support the organization and facilitation of program-related meetings, workshops, and events. Coordinate with vendors and service providers to ensure timely delivery of goods and services for program activities. Assist in maintaining program records, including participant databases, meeting minutes, and project documentation. Contribute to the preparation of program progress reports and donor reports. Provide administrative support for grant proposal development. Assist in conducting research and gathering information on program-related topics as needed. Do other tasks as required. QUALIFICATIONS & EXPERIENCE Bachelor's degree in a relevant field (e.g.,…