Ho Chi Minh city Site Coordinator

Médecins du Monde France (MDMF) is a French humanitarian organization. Operating in Vietnam since 1989, MDMF is now supporting comprehensive HIV/AIDS services, ranging from prevention, VCT, to treatment, care and support, and OVC programs in both Hanoi and Ho Chi Minh City.

MdMF is seeking a qualified international applicant to join our dynamic team in Ho Chi Minh city in the role of Ho Chi Minh city Site Coordinator (HCMC Site Coordinator)

Overall Role
- The main duty of the HCMC Site Coordinator is to plan, coordinate and supervise all program and support activities implemented in Ho Chi Minh city.
- The HCMC Site Coordinator is a member of the Country Coordination team and reports to the General Coordinator. S/he receives backup of the -Technical Coordinators (Medical Coordinator, Social Coordinator and Administrative Coordinator) to carry out his/her function.
- The HCMC Site Coordinator works closely with the Mission responsible.

Main Duties and Responsibilities
- Program management
- Mobilize partners (OPCs, LNGO) and staff participation at site level to prepare the country strategy process;
- Plan activities and resources on a yearly basis in accordance with MdM country strategy and budget availability;
- Contribute to proposal writing upon request;
- Review this implementation plan every 6 months;
- Support the partners & ensure the compliance of the monitoring system with donors’ and MdM’s requirements;
- Provides the partner with the required technical expertise, by whether mobilizing internal resources (technical coordination, POs) or by outsourcing it;
- Identify shortcomings and potential improvement; design and implement appropriate response with the tech cos back-up when necessary.

Represents MdM at site level:
- Ensure a smooth coordination between the different administration (PMB/PAC/People’s committee/DoH, etc..);
- Collaborate with the general coordinator, discuss collaboration agreements (MoU) with local authorities.
- Attend or assign relevant staff to inter agencies coordination or technical meeting at city level;
- Arrange on-site donors and local authorities visits;
- Liaise with the donors on operational issues at site level;
- Arrange PR events accordingly.

MdM HCMC office and staff management
- Human resources
- Design the organizational structure appropriate to the program objectives;
- Recruits the site staff according to needs and procedures; ensure quality induction and integration to the site team for new employees;
- Implement MdM national HR policy
- Carry-out regular appraisal (at least once a year) of his/her direct staff, assign objectives and assess achievement;
- Mentor, encourage and support his/her direct staff in performing their duty;
- Design the site training plan so as to build capacity as required by the program.
- supervise information circulation; disseminate MdM values and mandate, maintains a good and constructive atmosphere at site level;
- Contribute to the smooth functioning of the coordination team; ensure that information circulates properly, establish constructive relations with the other team members; refers to GC when divergences arise.
- Act as a relay between the coordination team and the site staff and convey staff’s matters of concern to general coordinator and/or relevant coordinator.
Financial management
- Design the projects (in collaboration with OPC managers) and office budget; Contribute to bi-yearly revision;
- Arrange full participation of PO and OPC manager for monthly fund request (MFR) process; authorize expenses in HCMC office and OPCs MFR before it is sent to Admin Co;
- Support the site admin in ensuring timely  and accurate accountancy;
- Provides the site team with a monthly feed-back on expenditure and priorities (monthly budget follow-up meeting);
- Ensure compliance with donor, MdM and GoV financial guidelines and procedures .
- Support members of the coordination team (CT) based in HCMC by providing requested material and facilitation.
- Ensure compliance of administrative procedures relating to the activity of those CT members.
- Reporting
- Ensure that POs’ monthly reports are based on M&E protocols and on time
- Issue a brief yet informative monthly report
- Coordinate POs in, closely supervise and directly contribute to timely and accurate1 donors report at site level.
- Safety/ security
- Continuously analyse the general safety and security context and conditions with a special attention to safety at work and financial procedures (cash transfer, financial flow) in agreement with the General Coordinator, define operational safety/security rules accordingly; enforce them.

Required education, skills and qualities
- Experience in program design, implementation, monitoring and evaluation
- Ability to coordinate technical issues effectively and persuasively
- Ability to build partnerships with civil society organizations (local NGOs, CBOs)
- Strong team skills focusing on participation and consensus-building
- Strong abilities in report writing and data handling, excellent writing and presentation skills
- Ability to work in a multicultural environment
- Willing to build local capacity internally (MdM staff) and externally (OPC).
- Experience in conflict management and negation skills
- Persuasive, open-minded and creative
- Experience of working with non-governmental organizations
- Microsoft office suite literate
- Committed and enthusiastic
- Fluent in English Vietnamese and/or French an asset

The interested applicants should send an application letter together with a CV in English to the following address with the subject title “HCMC Site Coordinator application” before 5:00pm on Friday 28th August 2009. Job Description is available upon request. Only short-listed candidates will be contacted for interviews. The application will not be returned. Electronic application is acceptable. (No phone calls please).

Médecins du Monde France
Pôle Recrutement / Parcours
62 rue Marcadet
F- 75018 PARIS
E-mail: [email protected]

Job Details
Organisation Name: 
Médecins du Monde France
Application Deadline: 
Fri, 2009-08-28