Executive Assistant

Job title: Executive Assistant Effective date: 23rd April 2018
Department: Country Director Office Location: Country Office with travels to fields
Reports to: Country Director Type of contract: Fixed term/Regular
Staff directly supervised: None JD consulted with: Country Director (CD)
1. WORKING CONTEXT
ActionAid (AAI) is an international federation, working with over 25 million people in more than 40 countries for a world free from poverty and injustice. ActionAid's Head Office is in Johannesburg, with members in Africa, Asia, the Americas and Europe.
ActionAid started established its Representative Office in Vietnam in 1992. Since then, it has been focusing the work to end poverty and promote sustainable development in mountainous, remote and difficult regions as well as poor urban areas across Vietnam. ActionAid works in partnership with local partners in different provinces and applies Human Rights Based Approach to all of its works.
2. JOB PURPOSE SUMMARY
Provides core administration, communication, programme management and fund-raising support to Country Director to enable efficient management of the ActionAid Vietnam
3. AUTHORITY
 Actively works within assigned tasks
4. KEY WORKING RELATIONSHIPS
Internal
 SMT members, EMT members and all AAV staff
 AAI External
 Association of INGOs and relevant organizations, partners' organizations
5. MAIN AREAS OF RESPONSIBILITY
Key responsibilities / accountabilities Key performance indicators
1. Provides desk support to ActionAid Vietnam Country Director (CD)
 All incoming mails and correspondence, respond and correspondence as designated by CD are scrutinized, reported and updated to CD as appropriate.
 CD's travel and schedule including appointments and other travel related arrangements (visas and other logistics) are well prepared.
 Follow-up and communication with CD, on comments/suggestions sought by CD with management team and other related parties according to their deadlines are well managed.
 Filing systems for documents within CDO are up-to-date, correct and flexible.
 Participation in external events/meetings as requested by CD is done with debriefing reports.
 Efficient administrative coordination with the various departments and regional offices of AAV is ensured.
 CD's responsible tasks and events (national, regional, international) are well monitored.
 Effective communication within CDO is properly done.
 Connection between CDO and the Asia Regional Office, AAI Global Secretariat and other members of the federation is well handled.
 Effective and confidential secretarial support is provided to CD.
 Accurate and timely minutes/briefs of meetings summoned by CD and support to hold such events are fully provided.
 CD's appointments are coordinated and kept updated at all times to CD.
 All telephone calls to CDO and visitors to CDO are properly handled.
2. Is responsible for Grant Management and linking up with external networks
 CD's communication with the partners is well supported.
 Contract and MOUs - as and if required by CD are well prepared.
 Follow-up with partners on the output and outcome of the projects is properly handled.
 Partners' projects and outputs are monitored and updated to CD.
3. Monitors CDO's annual budget
 Support to CD for the preparation of the three-year plans and annual Plans and Budgets for CDO is provided as required.
 The implementation and update of the above stated plans and budgets are regularly monitored and informed to CD.
 The quarterly financial report to Asia regional secretariat is reviewed before sending to CD for final verification and signature.
4. Provides relevant information
 Draft summary or briefing paper of documents as per given guidelines as requested by the CD is well prepared.
 Updates on reports, proposals and such documents coming to CDO are punctually done.
 Internal and external requests on information on AAV, Asia Region and AAI are provided as per request.
 Field visit is fully done when being required to observe and gather information for updated programme knowledge.
 Involvement in programme work with an aim to increase programme knowledge as appropriate.
5. Office Admin Support
 Office Admin Desk is taken full care of in absence of Office Admin staff.
 Cooperation with Office Admin staff is ensured providing effective Admin support to the organization.
6. Supports the nationalization of ActionAid Vietnam
 Participation in relevant tasks assigned is ensured to support the operation of the Aid for Social protection Program Foundation Vietnam (AFV), the strategic partner of AAV.
 Assistance is provided for the smooth transition of ActionAid Vietnam in the nationalization process.
7. Safety & Security
 The Safety and Security Plan, Procedures and guideline by AAI and AAV are followed.
 The safety and security procedures for staff are implemented.
 Risks for staff safety and security are reported timely to Security Focal Person or Head of Department.
8. Other tasks
 Support to organize CD's Teleconference is properly provided when required.
 Communication between AAI and International secretariat office is well facilitated.
 Other tasks as required by line manager are well performed.