Operations Coordinator

World Vision International – Vietnam (WVV) invites Vietnamese competent candidates for the position Operations Coordinator, work base: Hanoi office.

Interested candidates are invited to apply ONLINE via WORLD VISION VIETNAM'S WEBSITE BY 3 January 2016 – https://careers.wvi.org/jobs/vietnam/field-operations/wvv-operations-coo...

INTRODUCTION

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around USD 20,000,000 (FY15) with funding from 13 support countries in Europe, Asia, the Americas and Australia. WVV employs about 500 staff, of which 99.5% are Vietnamese nationals.

In FY 2015, WVV has 46 Area Development Programs (ADPs). ADP is a 10-15 year community development program that is an integrated approach to community development, emphasizing the process of community participation, ownership and sustainability, while addressing the macro and micro causes of poverty. WVV’s ADPs focus within one administrative district of a province which usually populated by ethnic minority people with very high rates of poverty. 

WVV’s ADP’s are located in diverse geographic locations: from remote mountainous ethnic minority communities, to the Red River Delta and to the urban slums of Ho Chi Minh City.

Apart from sponsorship funding, ADPs also receive material support from Gifts-in-Kind (GIK), which boosts the quality and impact of activities, which are ongoing but under-resourced. WVV has been using GIK as a development resource since 1991. GIK resources are donated to WV from various sources including governments, individuals, corporations, companies and non-profit organizations (NGOs).

PURPOSE OF THE POSITION

To assist the Operations Director in (i) coordinating with and providing support to various programmes/projects, Project Officers and ADP Managers in Vietnam to ensure that project administration work is completed efficiently and effectively, (ii) visitors to programmes/projects are well facilitated and (iii) receiving, distributing and reporting Gifts In Kind goods and iv) assisting Operations Department in developing and consolidating key programming documents and enhancing effective knowledge management and v) consolidating and updating Operations Manual which includes all guidelines and policies to be implemented at the field level for good compliance and preparing documents for Operations audit.

KEY RESPONSIBILITIES

Project Administration

  • Update all documents relating to World Vision Vietnam programmes/projects by maintaining Program Tracking System database
  • Well manage and timely update PPDM (Programs & Projects Document Management) database.
  • Maintain a central file of project documentation and correspondence.
  • Ensure coordination in the Budgeting process with all programs in Vietnam.
  • Ensure coordination with the Finance department on Operation funding request.
  • Support ADPs/Projects with the implementation of Horizon as necessary;
  • Work with related staff in ensuring the consistency between myPBAS request/approval with LEAP budget;
  • On time review and submit Project Authorization Payments (PPAs);
  • Consolidate and synchronize the monthly report, quarterly report and programme documents for the Operations Department.
  • Assist in preparing for annual ADP/project manager meeting and other Operations meetings.

Gifts In Kind

  • Update WVV strategy for GIK based on the National Strategy in consultation with Operation Director and other related staff;
  • Prepare an annual Gifts in Kind (GIK) planning chart (Plan of Action) based on ADP managers’ requests, and submit to the Operations Director/National Director for approval and subsequently forward to the relevant Support Offices;
  • Arrange for all GIK shipments and effectively and timely distribute by liaison with relevant managers and staff in WV Support Offices and GIK donors;
  • Obtain approval for importing GIK from the relevant Government authorities, smoothly and in a timely manner;
  • Regularly track and manage all GIK shipments, and report the progress to the Operations Director;
  • Provide clear guidelines and templates to programme staff to ensure that all distributions of GIK are properly implemented, monitored and recorded;
  • Translate GIK receipt and distribution documents into English and forward to Support Offices;
  • Track and monitor GIK distribution and use (particularly pharmaceuticals) by effective cooperation with ADP Managers and consignees to ensure they are in accordance with the Support Offices’ requirements and WVV requirements;
  • Complete the End-Use report for each GIK shipment as required by the Support Offices and send to them on time;
  • Prepare human interest stories and communications on GIK shipments and distribution, including use of digital images where appropriate.  Make field visits as necessary during the distribution of GIK
  • Ensure good communication and relationship with SOs in implementing GIK activities and seek for GIK opportunities to boost development works in WVV’s target locations as relevant.
  • Follow-up with programme staff on any audit recommendations for GIK.
  • Prepare NO’s annual review for GIK.

Knowledge management

  • Maintain the resource center and library for books and documents for the office. 
  • Consolidate and synchronize key results and learnings from programme documents (such as midyear and annual programme reports, evaluation reports, baseline surveys) for effective reporting, sharing, learning and application within programmes;
  • Work with communication department and others to prepare and update documents for introducing about WVV programmes.

Other Administrative function

  • Work with Zonal Programs manager, ADP manager and other related staff in coordinating the visits for the programme/project visitors and accompanying key donors/SOs’ visits to WVV’s programmes on behalf of the Operations.
  • Update the Operation Manual by working with related staff, and send to staff for their use.
  • As a member of Central Purchasing Committee, ensure all purchasing contracts which are above value of US$5,000 to be reviewed before forwarding to National Director for final approval.
  • Join others in conducting mid-year and annual spot checks on the compliance of the programmes/projects and provide recommendations for improvement;
  • Help Operations to prepare for GC and internal audits.

JOB REQUIREMENT

The following knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on the job training:

  • A bachelor degree in any field.
  • Have good understanding on programmes and DME
  • Good oral and written communication skills in English and Vietnamese.
  • Strong interpersonal skills.
  • Ability to relate well with different nationalities.
  • Computer literacy (Word, Excel, and database).
  • Function well in a team environment.
  • Have good knowledge about the administrative and legislation system of the country. Be sensitive in dealing with government relations.
  • Very well organized & accurate.
  • At least three year experience in office administration work.

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are:

People and Culture Department
World Vision International - Vietnam
Address: 4th floor, the HEAC building, 14-16 Ham Long street, Hanoi
Tel: 04. 39439920 (ext.121)

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

World Vision is a Christian humanitarian organization which works to improve the quality of life of people, especially children, who are marginalized and living in poverty regardless of religion, race and gender.

Job Details
Organisation Name: 
World Vision International Vietnam (WVV)
Location: 
Hanoi
Application Deadline: 
Sun, 2016-01-03