Operations Coordinator

WORLD VISION VIETNAM

POSITION DESCRIPTION

We are looking for Vietnamese competent candidates to fill the following vacancy:

WVV Operations Coordinator: 01 position

• Work base: Hanoi
• Deadline for application: May 15^th, 2022

For detailed Job advertisement, Job description please find on WV Vietnam's career page:

WVV Operations Coordinator - Head Quarter - World Vision Vietnam (wvi.org.vn)

TERMS OF REFERENCE

WORK CONTEXT / BACKGROUND

World Vision is a Christian relief and development organization 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 been funded from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 430 staff, of which 99% are Vietnamese nationals.

Currently, World Vision Vietnam is operating in 5 zones: North 1 (Hoa Binh and Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa, Hai Phong), Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s AP usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas. 

WVV’s AP’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, APs 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 POSITION

To assist the Operations Director in (i) coordinating with and providing support to all programmes/projects, Project Officers and AP Managers in Vietnam to ensure that project administration work is completed efficiently and effectively, (ii) visitors to programmes/projects are well facilitated and (iii) acquiring, receiving, distributing and reporting Gifts In Kind goods and iv) assisting Operations Department in developing and consolidating key programming documents, reports 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.

ROLE DIMENSION/DESCRIPTION

1. Project Administration

• Maintain a central file of project documentation and correspondence in order to ensure a good program tracking for sharing and auditing purposes.
• Monitor and support APs/Projects with the implementation of Horizon, including programme / project Master for new programs/projects.
• Coordinate the Budgeting process with all programs/projects in Vietnam.
• Work with related staff to ensure the consistency between myPBAS request/approval with LEAP budget.
• Ensure the on-time review and submission of Project Authorization Payments (PPAs).
• Coordinate with the Finance department to ensure the Operation funding request is made in a timely manner.
• Consolidate quarterly reports and other necessary reports from different zones to produce concise and quality reports for the Operations Department, following the standard template/ deadline.
• Provide assistance in preparing for annual AP/project manager meeting and other Operations meetings.

2. Gifts in Kind

• Develop/update WVV strategy for GIK based on the National Strategy in consultation with Operations Director and other related staff.
• Prepare an annual Gifts in Kind (GIK) planning chart (Plan of Action) based on AP managers’ requests, then submit to the Operations Director/National Director for approval and subsequently forward to the relevant Support Offices;
• Ensure good communication and relationship with SOs in implementing GIK activities and acquire for GIK opportunities to boost development works in WVV’s target locations as relevant.
• Effectively and timely arrange and distribute all GIK shipments by liaison with relevant managers and staff in WV Support Offices and GIK donors.
• Smoothly and timely obtain the Approval for importing GIK from the relevant Government authorities.
• Provide clear guidelines and templates to programme staff to ensure that all distributions of GIK are properly implemented, monitored and recorded.
• Regularly track and manage all GIK shipments; prepare and submit the progress report to the Operations Director.
• Ensure the GIK receipt and distribution documents are reviewed and submitted timely to Support Offices.
• Track and monitor the GIK distribution and use (particularly pharmaceuticals) by effective cooperation with AP Managers and consignees to ensure they are in accordance with the Support Offices’ requirements and WVV requirements.
• Prepare and submit the End-Use report for each GIK shipment as required to the Support Offices.
• Prepare the Human interest stories and communications on GIK shipments and distribution, including use of digital images where appropriate. Conduct field visits during the distribution of GIK to ensure its compliance and quality.
• Follow-up with programme staff on any audit recommendations for GIK.
• Prepare NO’s annual review for GIK.

3. Knowledge management

• Maintain the resource center and library for books and documents for the office for staff to access.
• Consolidate and synchronize key results and learnings from programme documents (such as mid-year 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 to different stakeholders.

4.    Other Administrative functions

• Work with Zonal Programs managers, AP managers and other related staff in coordinating the visits for the programme/project visitors and accompanying key donors/SOs’ visits to WVV’s programmes as assigned by Operations Director.
• Update the Operation Manual by working with related staff, and send to staff for their follow-up.
• Join others in conducting mid-year and annual spot checks on the compliance of the programmes/projects and provide recommendations for improvement as assigned by the Operations Director.
• Provide assistance to Operations to prepare for GC and internal audits.
• As assigned by SLT, to be a member of Central Purchasing Committee, ensure all purchasing contracts are reviewed before forwarding to National Director for final approval.

Knowledge, Skills, Abilities:

1. Education

• A bachelor degree in any field.

2. Knowledge & Skills

• 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.
• Have good understanding on programmes and DME
• Very well organized & accurate.

3. Experience

• At least three years of experience in office administration and operations work.

Interested candidates are invited to submit your application by sending the CV and Cover Letter to [email protected]

Our contact details are:

World Vision International - Vietnam
Address: No. 444 Hoang Hoa Tham street, Tay Ho District, Hanoi.
Tel: 024. 39439920

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.