Chief of Office

Post title: Chief of Office

Location: Quang Tri Province

Submission opening date: 17th May 2016

Submission closing date: 31st May 2016, at 17:00 (Hanoi time)

Contract duration: one-year term contract for the first year. It is extendable

How to apply: applicants send a Cover Letter and CV to [email protected] and [email protected] 

Introduction

MCNV was established in the Netherlands in 1968 and has been supporting health development in Vietnam since then. Since 2004 MCNV also has programs in Laos. Nowadays, MCNV runs a number of programs in Vietnam and Laos to address a broad range of issues, not only health but the social determinants of health: poverty alleviation, increased livelihood, training of health care professionals, and comprehensive rehabilitation of the disabled. The main programmes aim to provide comprehensive social and economic support to those who are often marginalised or excluded from the development process, making empowerment a key goal in all programs.

In Vietnam, MCNV has three offices: A representative office in Hanoi and two Regional Offices in Quang Tri and Khanh Hoa provinces. MCNV now is looking for a position of Chief of Office in Quang Tri province with detailed description of tasks and requirement of qualification as following.

Place in the organization

• Chief of Office (COO) in Dong Ha city, Quang Tri province
• Advisor of Community Managed Health Development (CMHD) Program

Summary of task

• In general, COO is responsible for the performance and impact of CMHD program and be responsible for all administration and management work of office in Quang Tri.
• COO is responsible to make final decisions in the areas of organisation, planning and development of the operational, financial, policy and personnel procedures and activities of office in Quang Tri
• Representing to MCNV in Central area COO of Quang Tri office is responsible for ensuring the image of MCNV in a way consistent with the agreed mission, vision and strategy
• Not only responsible for management COO is also asked to contribute program activities implementation and office operational job when needed to ensure smooth function of both program and office administration.

COO is responsible to report directly to Country Director of MCNV Vietnam.

Specific tasks

1. Need assessment for development

• Design, coordinate the implementation, process data, and write report on needs assessment of the CMHD program
• Connect assessed needs with sponsor’s funding policies, resulting in identification of new projects for CMHD which are attractive to donors.
• Coach other PO and partners in conducting a needs assessment of the CMHD program

2. Programme design and fund-raising

• Design proposals for CMHD program with the participation of stakeholders to fit with donors’ and MCNV’s format and quality requirements. 
• Train and coach other POs in developing proposals for CMHD program with the participation of stakeholders in proposal writing.
• Review and revise proposals for CMHD program which are developed by team members and partners
• Participate in writing proposal with staff members of other team for other program/project when asked

3. Programme Implementation and Monitoring

• Make annual implementation plans for CMHD program.
• Coordinate the implementation of CMHD annual plans successfully. 
• Direct responsible for and involvement in implementation and monitoring of Microfinance projects within CMHD program
• Advice team members on livelihood part of CMHD program
• Solve problems arising during the implementation of CMHD program.  
• Train and coach team members in making CMHD implementation plans,
• Design, operate, maintain and improve monitoring systems for CMHD program
• Coordinate and lead monitoring and evaluation of CMHD program
• Train and coach team members in working after the established monitoring system. 

4. Reporting

• Ensure that reporting, both financial and narrative, on projects, sub-projects and activities funded by different donors reaches the Country Director and Amsterdam Office Coordinator on time and in the correct format
• Write CMHD program progress report
• Provide effective support and coaching to team members so that they can write reports on their part of work, meeting the requirements of MCNV and donors in terms of timeliness and quality of reports. 

5. Soft part in program management

• Build and maintain genuine partnership with program partners reflecting MCNV’s perspectives on the nature and values of partnership.
• Detect and correct errors in partnership building and maintaining. 
• Integrate MCNV’s work principles, values in program contracts with partners.
• Coach other team member in working smoothly and effectively with partners, building and maintaining genuine partnership, applying MCNV’s work principles and values.
• Make good use of external consultants.  
• Coach team members in making decisions on using of consultants and working effectively with consultants. 

6. Team and organizational management

• Maintain healthy teamwork among team members.
• Provide support to the team members.
• Be responsible for contacts between the MCNVCVN and the MCNV’s management team
• Be responsible for contacts between the MCNVCVN and partners and other organizations concerning the CMHD program
• Represent the MCNV in affairs concerning Central Vietnam
• Be in charge of the daily running of the CVN office including making decisions about minor purchases of supplies or equipment
• Be responsible for the preparation and follow up of office and team meetings
• Take care of a clear division of work and responsibilities between the two project officers and project assistants, according to area and speciality.
• Be responsible for coordinating all team members in planning and reporting of activities and finances and the preparation of budgets of CMHD program, staff costs as well office expense.
• Be responsible for daily issues in personnel management such as working time, tracking annual leave, justifying travel, and correct use of office equipment and expenses.
• Contribute to the making and monitoring of the annual budget for the CVN office
• Additional tasks when possible and interested and agreed or requested by the other staff or team members of MCNV. This includes the temporary takeover of tasks from other staff when needed and capable.
• Actively contribute to the policy and strategy development of MCNV and further development possibilities for MCNV in Vietnam
• Supervise the team members on daily operational tasks. 
• Conduct performance review for the team members.
• Be an example in working and living according to organizational culture, and coach other team members in working and living according to organizational culture. 
• Recommend to improve certain areas of management or operation so that to improve the overall effectiveness of the organization. 
• Profile
• Academic level of education in health or a development oriented subject, preferably with a relevant post-graduate qualification
• Strong background and rich experience in livelihood and community development, at least 10 years.
• Strong experience in management of revolving fund/microfinance work, at least 5 years.
• Experience of working in senior office functions with NGO’s in development of at least 10 years
• Strong networking in country with different stakeholder, especially Government and authorities.
• Creative thinking
• High qualification of writing proposal in English
• Proven ability to work in a team, excellent communication skills
• Excellent organization skills
• Experience in coaching and support other staffs
• Experience with research and publication, and supervising post-graduate research, recognising the importance of research in development cooperation
• Good network in Vietnam focus on development field.
• Focus on leadership not only management
• A motivating and coaching style of work with natural authority
• Sympathetic and sensitive in contacts
• Excellent professional English language proficiency
• Experience of the use of computer software
• Willing to travel
• Affinity with the aims and culture of MCNV

The candidate is preferably from Central Vietnam, especially Quang Tri province