Job Description
COMPANY PROFILE
Address: District 1, HCMC
Business Type: American Non-Governmental Organization (NGO)
Size: 50-100
Industry: NGO
Product Range/Service: Road Safety Project
Established in Vietnam: 1999
GENERAL INFORMATION
Position: Personal Assistant to CEO
Job code: JO-170123-119300
Level: Staff
Contract Term: Permanent
Recruitment Reason: New hire
Expected joining date: ASAP
Work Location: HCMC
Work Time: 8:30 - 17:30 (Monday – Friday)
Salary Range: Maximum 18,500,000 NET
Bonus and Incentive: 13th salary (start from 2017), yearly salary review.
Selection Process: 2 rounds
JOB DUTIES
Report line: Germany CEO
Main Tasks:
CEO & Board: 25% (10 hours per week)
- Coordinate monthly EC meetings, propose agenda, and ensure accurate meeting minutes.
- Compile annual Board meeting minutes and coordinate with President’s Executive Assistant for signatures and filing.
- Produce annual Activity Report for Board; and send to Board members along with Foundation Annual Report.
- Coordinate with Countries and Departments to produce annual assessments through score cards.
- Facilitate meetings and events involving Board of Directors and Executive Committee.
- Facilitate meetings and events involving management team and staff, as required.
- Coordinate management monthly report to CEO and BOD to be circulated by the 10th of the month.
- Provide hard copy of management monthly report to CEO by the 10th of the month and discuss related issues and action items with CEO.
- Ensure productive bi-monthly HCMC office meetings and be responsible for meeting minutes.
- Coordinate and participate in monthly meetings between CEO and M&E Manager.
- Produce and monitor organization annual calendar, including holiday schedules. Submit proposed annual holiday schedule to HR by 15 October.
- Maintain CEO’s travel plan, and update Finance for budget purposes.
- Manage delivery of daily assignment from CEO to staff on behalf of the CEO.
- Arrange meetings between CEO and staff, as required.
- Ensure CEO’s timely feedback and approval of documents for staff.
- Meet and greet stakeholders on behalf of the CEO.
Development/ Fund Raising: 60% (3 days per week)
- Finalize the development processes (by 30 Nov 2016) and supervise its implementation across the organization.
- Update and finalize the following databases and produce guidelines for use: development server; partner master list (by xxx), organizational contact database (by xxx), and development calendar.
- Liaise with Finance and CEO on funding projection for financial forecast. Update the projections monthly.
- Oversee submission of all required reports to donors; liaise with CEO for timely approval.
- Cultivate and manage relationships with partners from corporates, foundations, and civil society organizations, as assigned.
- Identify funding opportunities, research potential partners, develop strategies for approach.
- Coordinate signing of agreements, as assigned.
- Be the point of contact for FIA Foundation’s Wrike database.
- Represent Foundation at events, meetings, conferences when required.
- Support Program team at events, as required.
Thailand: 15% (6 hours per week)
- Conduct bi-monthly call with Thailand Country Manager.
- Ensure program deliverables are met, and in alignment with Foundation’s standards and stakeholder’s expectations.
- Support Thailand Country Manager to identify funding opportunities, and provide input to proposals.
JOB REQUIREMENTS
Must:
Gender: Female
Age: 26 - 30
Qualification: Bachelor Degree. Study abroad is better.
Language Skills: Excellent written and spoken English
Experienced in similar position at least 2 years.
Other details: CV needed photo.