Program Assistant

The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page. 

POSITION SUMMARY
To support program delivery in Vietnam, GGGI is seeking a Program Assistant to execute administrative and project-related tasks. The Program Assistant will play a critical role in ensuring the effective operation of administrative activities, including organizing events, arranging travel, managing supply chain recruitment, procurement, scheduling for the Country Representative, overseeing office assets, and other administrative services. The Program Assistant will work under the supervision of the focal point of the Operations Enabling Division (OED) and the Vietnam Country Representative, supporting Vietnam programs and collaborating with other team members in the Vietnam office.

PURPOSE
The Program Assistant will support the Vietnam Country Office, ensuring smooth daily operations. This role involves managing administrative tasks, organizing schedules, and assisting with relevant operational assignments as needed.

ENGAGEMENT
Under the guidance of the Country Representative and OED Focal Point, the Program Assistant will perform the following tasks related to GGGI's country programs in Vietnam:

Administrative Support: Manage calendars, schedule meetings, and coordinate travel arrangements for the Country Representative and project teams.
Project Coordination: Assist with ongoing projects, track progress, and follow up on deadlines.
DELIVERY
Key responsibilities include, but are not limited to:

Administrative Support:

Organize meetings and provide logistical support, including scheduling and documentation.
Monitor and maintain office supplies and assets, ensuring appropriate use and updating inventory and asset records.
Support financial functions, including managing the office budget, expense tracking, and petty cash reconciliation.
Coordinate logistical arrangements for GGGI events and workshops, acting as the main coordinator for event delivery.
Prepare for staff onboarding processes, including visa processing, work permit exemptions, and temporary resident cards for international experts in GGGI Vietnam.

Project Coordination Support:

Assist with implementing project procedures and tools to ensure smooth transactions and output delivery.
Maintain accurate project documentation, including project plans, reports, and meeting notes.

Other Tasks:

Perform any additional duties assigned by the Country Representative or Project Manager.

REQUIREMENTS
QUALIFICATIONS
Undergraduate degree.
At least 1 year of professional experience in administration, logistics, or procurement (preferred).
Proficiency in Microsoft Office tools and applications.
Fluent in English and Vietnamese (both written and spoken).
Self-motivated, detail-oriented, with strong organizational skills. 

FUNCTIONAL
Strong organizational skills and attention to detail.
Ability to multitask and prioritize tasks effectively.
Experience working in an international/multicultural environment.
Proficiency in office software (e.g., Microsoft Office, Google Suite).
Previous administrative or assistant experience preferred.

CORPORATE
Ability to process and share information effectively and solve problems proactively.
Manage emotions and stress positively, build rapport, and resolve conflicts with ease.
Promote creativity and innovation within the team.
Work effectively with diverse teams, both culturally and professionally.