Executive Coordinator

Effective date: 1st March 2019
Department: Executive Director Officer (EDO)
Location: Hanoi office with travels to the fields and internationally as required
Reports to: Executive Director
Type of contract: Fixed term/Regular
Staff directly supervised: (01) Executive Officer, (01) Executive Assistant, (01) Programme Monitoring and Evaluation Officer
JD consulted with: CLT and Executive Director (CD)
1. WORKING CONTEXT
ActionAid International (AAI) is an international federation working with over 25 million people in more than 40 countries for a world free from poverty and injustice. ActionAid's head office is in Johannesburg with presence of programmes and engagement in Africa, Asia, Europe and Americas.
ActionAid started working in Vietnam since 1989, established its Representative Office in Hanoi in 1992. Since then, it has been focusing to end poverty and promote sustainable development in mountainous, remote and difficult regions as well as poor urban areas across Vietnam. ActionAid works in partnership with local partners in different provinces and applies Human Rights Based Approach.
2. JOB PURPOSE SUMMARY
Provide necessary leadership and support Executive Director and Country Leadership Team to ensure a smooth operations and sustainable development of ActionAid Representative Office in Vietnam, ensuring that all programmes, projects management and communication commitments are well delivered.
3. AUTHORITY
- Has full authority within approved budgets and plans
- Be member of Country Leadership Team
- Supporting the Executive Director in managing the Executive Director Office with all team members
4. KEY WORKING RELATIONSHIPS
Internal
- Executive Director (ED) and ED Office team, Country Leadership team and all AAV staff.
- National Board Chair, members and Assembly
- ActionAid International Global Secretariat (GS) related teams on governance, Communication, fund raising and leadership
External
- Governmental institutions
- Donors
- AAV's partners, NGOs, media and networks
5. MAIN AREAS OF RESPONSIBILITY
5.1. Ensures the smooth operation of EDO, so that AAV's programmes, presence and funding will be of quality, consistency and impacts, in line with AAV's commitments in country and AAI's priorities
- ED is supported legally, technically and logistically to be able to lead the Representative Office.
- Programme priorities are well coordinated for a smooth and effective implementation.
- Exchange information give direction and guidance, and coordinate projects as appointed by the Executive Director.
- Take authorized action during Executive Director's absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner to minimize effect of Executive Director's absence
- Monitoring and Evaluation indicators are well designed for the assessment of communications as required by ALPS, CSP and Communications Strategy.
- Problems or significant issues that are identified in learning from field work and community concerns get followed up properly.
- Staff's and key partners' capacity building and coordination on communications are carried out.
5.2. Manages special projects
- Supervision and support to ensure that special projects that are implemented by EDO will be done with quality and impacts.
5.3. Monitors the cooperation of stakeholders in the implementation of capacity building activities for AAV and partners.
- Ensure the activities are implemented in quality, on schedule, and effectively
- Development of Capacity Building Strategy for AAV during <2020 - 2023>
5.4. Ensures the quality, consistency of all activities within the domain of communication works in AAV internally and externally
- Communication and related activities are implemented consistently throughout Local Rights Programmes (LRPs) to build a transparent and accountable image of AAV in country
- Programme priorities are coordinated between different communications works for a smooth and effective implementation.
- Staff's and key partners' capacity building and coordination on communications are carried out.
- Press releases and policy briefs are well produced.
- Press briefing/meetings/conference/interviews are well organized.
- AAV's publications including design, translation and printing are undertaken, ensuring quality and adherence to the AAV's publication and contracting process and guidelines.
- Reports/publications of the organization and different departments are edited and printed on time and with good quality.
- Events/ launch of programmes are carried out according to workplan.
- Films and different audiovisual items are produced with good quality.
- Coordinate the Executive Director's engagement with media and general information of the organization
5.5. Liaises, communicates and facilitates networking
- Network of media, partners to support AAV's activities is established and maintained.
- Close communications and collaboration with AAI Communications and Campaign and related teams are well established.
- Active participation in working groups, networks, campaigns locally and internationally is ensured.
5.6. Contract managements
- Ensuring all communication products will follow donor's and ActionAid's visibility requirements.
- The printing, communications products and media contracts which related to Communication and Campaign are managed.
5.7. Being the focal person for membership development the process as AAI for AAV.
- Participation in relevant tasks assigned is ensured to support the operation of the Aid for Social protection Program, Project Foundation Vietnam (AFV), the strategic partner of AAV.
- Assistance is provided for the smooth transition of ActionAid Vietnam in the nationalization process.
5.8. Safety & Security
- The Safety and Security Plan, Procedures and guideline by AAI and AAV are followed.
- The safety and security procedures for staff are implemented.
- Risks for staff safety and security are timely reported to Security Focal Person or Head of Department.
5.9. Monitoring and Evaluation
- Support Executive Director to supervise Monitoring and Evaluation works
- Ensure the activities related to Monitoring and Evaluation are implemented in quality, on schedule, and effectively.
5.10. Others
- Analyzes operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures
- Coordinate general special guest visits
- Support to build new projects
- Other tasks as assigned by line manager are well performed.