Special Projects Coordinator

General
● Performs highly responsible administrative work, conducting or providing project oversight for a variety of complex and sensitive assessments from pre phase to post phase.
● Performs research, fiscal and analysis on various issues affecting special projects.
● Prepares various written documents to fulfill the assignments of the projects
● Fulfill all requirements such as budgets as required for specific projects
● Ensures preparation for logistics of the projects in a timely manner.
● Works with stakeholders to strengthen cross-system collaboration for special project development authorized and delegated by the Head of School/Managing Director/External Affairs Manager.
Communications
● Serves in a highly responsible communications capacity by developing and maintaining a continuous coordinated effort in liaison with the general assembly, state agencies, general public, and media, etc. including newsletters
● Accompanies Head of Schools and/or Managing Director and/or External Affairs Manager to meetings when needed and
● Participates in relevant meetings and conferences organized by authorities.
● Makes frequent contact with departmental officials relative to decisions and recommendations on programs and issues.
● Collect information, translate Head of School updates to staff, letters, emails, documents and government directives
● Explain/ brief the Head of School / Managing Director with special documents and documents which are written in Vietnamese;
● Translate the Head of School communications
● In charge of all reports and correspondence to express objectives, findings, recommendations, and goals to the Head of School/ External Affairs Manager as directed, especially government reports.
● Comprehends and makes inferences from written material such as policy statements, external and internal communication materials, reports, surveys, and data summaries to make recommendations concerning various issues
● Convey information from the Head of School / Managing Director to outside agencies and vice versa;
Recruitment & Onboarding
● Assist Head/ Deputy Head in recruitment and advertising (Overseas), upload and manage vacancies on the recruitment websites, responses to candidates, scheduling of interviews, management of interview notes
● Monitor the SCR and Risk Assessments providing updates to Head of School, DHoS and Principals as required
● Oversee transportation, catering and schedules for orientation programmes for new teachers, for whole faculty, new students and parents;
● Oversee catering and logistics for whole school events and professional learning
● Maintain and regularly update school files, including confidential personal files of staff;
● Collect information to prepare biographies for new staff, blurb for leaving staff;
● Book airlines, reserve accommodation, coordinate with relevant departments to prepare documents, materials for overseas recruitment trips
Events
● Support the organization of events hosted by Head of School in collaboration with the Administration Manager/Executive Secretary & the Events and Community Outreach Manager
Accreditations / Memberships & Directories
● Ensures school memberships/ directories are activated and maintained
● Oversee the documentation and logistical arrangements for CIS/ ECIS/ NEASC/ IB Visits;
● Prepare the school reports for both ISHCMC and AAVN to submit to DOET
Emergency Response
● Assist the Head and Deputy Head in emergency response situations;
The job responsibilities are open to change based on the needs of the School and other duties as assigned by the HoS.
The job holder's responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School's Child Protection Officer/Designated Safeguarding Lead or to the Head of indeed to the Regional CEP so that a referral can be made accordingly to the relevant third part services.