Announcement: Job Profile for Visibility Outreach and Events (VOE) Officer of the EU-Vietnam Strategic Dialogue Facility (SDF)
1.Background information
The EU-Vietnam Strategic Dialogue Facility (SDF) is a three-year program that aims to support Vietnam's development through the implementation of activities in areas covered by the EU-Vietnam Partnership and Cooperation Agreement (PCA). This EU-funded €2.9 Million project started in February 2013 and it will continue until 31 December 2015.
The Facility’s is aiming at strengthening EU-Vietnam relations through political dialogue and exchange of expertise. The Facility, together with a wide range of Vietnamese partners from academia, civil society and government, supports the exchange of best practices and experiences on issues of mutual interest to Vietnam and the EU, under the Partnership Cooperation Agreement (PCA) which was signed in 2012.
It funds policy-oriented research and studies and organizes conferences, high-level meetings and trainings with European and international experts. The facility covers a broad range of supported areas, ranging from governance and human rights to environment and climate change, migration, public administration reform or transnational crime.
The project activities are coordinated by the EU Delegation to Vietnam and implemented by a group of European partners-led by SOFRECO (France) and supported by IOM (International Organization for Migration, Vietnam) and the Danish Institute for Human Rights-in close contact with key Vietnamese partners.
The European partners are the service provider to the EU Delegation and a Technical Assistance Team (TAT), consisting of a Project Director and a Project Coordinator plus 3 local support staff, has been deployed in Hanoi to support the facility planning and implementation.
The project office of the TAT is based in Hanoi, while activities and actions will also be carried out in other parts of Vietnam.
2.Position information
Position title: Visibility Outreach and Events Officer
Reporting to: Project Director of the Technical Assistance Team (TAT)
Contract: 12-13 months up to 31 December 2015, subject to successful completion of the probation period
Expected starting date: 15 December 2014 or shortly thereafter
Work station: Hanoi with some travel to project-sites as required by the TAT
Position Summary:
The position is meant to complement the work of the TAT Project Director and the Project Coordinator, by providing support on a daily basis and by independently carrying out tasks and working towards tight deadlines within a team. The main aim of the position is to assist in developing and implementing high-quality visibility outreach and event actions which match the profile and key features of the Facility. Such actions require an effective and constant flow of information and interaction between the Project Director and the EU Delegation and key other stakeholders regarding visibility items and event actions as well as project outreach to stakeholders and beneficiaries. Also liaising with stakeholders, designing and drafting visibility materials and items (online, print etc.), supporting in planning and organizing large-scale events (such as workshops, seminars, conferences) and ensuring the effective communication between the Project Director and Project Coordinator, the Vietnamese partners and external service providers will be key features of the position.
Areas of responsibilities/tasks:
- Support to the implementation of the Facility’s overall Communication Strategy and Plan as designed in line with the Communication and Visibility Manual for the EU’s External Actions
- Synchronize the design of visibility materials produced under the facility, including update of the facility’s visibility material and documentations and ensure the linkages of the SDF-visibility actions to the EUD’s web-site and face-book etc.
- Support the planning and organization of large-scale public SDF-events (training seminars, workshops, conferences etc.) and meetings, in particular assist in the preparation and compilation of speeches, slides and presentations of short-term local and international experts
- Implement and oversee all actions for each SDF-event, in close coordination with the Project Director and the EU Delegation, including ensuring full functioning of the venue for each event
- Handle logistics planning at SDF-events, including reserving venues, organizing timelines, pre-checking venues, managing speakers and panel-lists and related protocols
- Responsible for sourcing and negotiating venues for all SDF-events; working with GoV-agencies and other stakeholders, including managing logistics, catering arrangements and visibility at site-venue (i.e. backdrop, posters, name tags, hand-outs) etc.
- Support the design of backdrops, name-tags and A4-covers for hand-outs of each SDF-event; preparing other supporting materials and evaluating event effectiveness
- Support the design and production of high-quality visibility material (i.e. brochures, leaf-let, note-books, hand-outs) for dissemination to key stakeholders, beneficiaries and participants in the facility-events
- Initiate and facilitate procurement, contracts for the external services for the production of key visibility items such as bags, folders, note-books, pens, USB etc.
- Draw up specifications and design for visibility items including providing inputs to the service contract files and liaise with external service providers and monitor the delivery and use of the visibility items
- Ensure effective flow of information and liaison between the Project Director, the EU Delegation and key other stakeholders regarding all visibility and communication actions
- Provide support to other project-related tasks as defined by the Project Director
3.Profile/Requirements
Qualifications and skills:
- At minimum a university degree at BA-level in Communication, Journalism, Public Relations or similar field
- Minimum 5 years of relevant experience working in public relations, public event actions within multilateral or international organizations, the private sector or governmental bodies
- Fluency in English; Vietnamese as native speaker
- Good computer skills on MS Word, PowerPoint, Excel, e-mail applications and other relevant software programme
- Demonstrated strong ability to write and communicate orally in English, including good drafting skills
- Proven ability to rapidly produce quality outputs and to work under tight deadlines
- Excellent communication, inter-personal and social skills with a strong sense of flexibility and responsibility
- A creative thinker with great written and verbal communication skills, who works well in groups
- Ability to work effectively in multi-disciplinary teams and also independently
Specific experience requirements:
- Experience of working, interacting and networking with Vietnamese Government agencies, media organizations or similar agencies is required
- Experience in using multi-media as communication tools is an asset
- Knowledge of the European Union and EU Member States’ activities in Vietnam as well as experience of working in EU-projects/programmes or projects of other international development partners is a strong asset
In line with the provisions of the UN/EU Cost Norms (2012) for recruitment of project personnel, the EU-Vietnam Strategic Dialogue Facility offers a competitive remuneration package commensurate with qualifications and experience.
Interested persons should send a full set of English CV with certificate of degree; at least three references and a one page cover-letter no later than Friday, 28 November 2014 to:
EU-Vietnam Strategic Dialogue Facility (SDF).
Suite 705 - Office Building
142 Le Duan Street, Hanoi
Tel: (+84-4) 35162696 Fax: (+84-4) 35162695
Email: [email protected] [1]
Only short-listed candidates will be contacted for interview.