Volunteer Program Manager & Institutional Engagement

* Key Responsibilities
1. Contributing to organizational (HfHV) sustainable development:
• Integrate Habitat for Humanity for Humanity's vision, mission, goals and values in program designing and execution
• Develop logistical forms, procedures and standards for Habitat Vietnam and volunteer programs and to ensure the compliance on all standards.
• Deepen the overall volunteer engagement approaches of Habitat Vietnam and apply within relevant programs together with/in alignment with the Resource and Partnership Development efforts of the organization
• Design strategies that will contribute to the growth of Habitat Vietnam's Volunteer Programs.
• Manage overall safety for all volunteers in collaboration with relevant actors
• Develop training programs and manage training delivery to staff, project partners in all aspects of volunteer engagement activities and management.
2. Key functional responsibilities
Global Village:
• Manage and coordinate the hosting of Global Village Teams and in-country teams according to the standards set by Habitat for Humanity International.
• Lead the engagement efforts for Global Village Teams, ensuring that volunteer and team leaders are kept engaged post-build in collaboration with sending programs
• Coordinates with Volunteer Program Manager and Coordinator of HFHI-APO and sending country coordinators in planning annual Global Village trips.
• Reviews, develops, updates project and hosting information/packages about Vietnam and its program themes and provide this information to sending coordinators and volunteer team leaders.
• Develop standard hosting and engagement management procedures
• Reviews itinerary and budget of in-country costs in conjunction with GV coordinators and provide these to sending coordinators and volunteer team leaders.
• Coordinate with relevant staff to obtain necessary approvals for volunteer visas, and collaborate in defining solutions for issues
• Coordinates with the volunteer team leaders about information about the in-country budget, team activities, and transfer of funds, ensuring timely communication to internal and external people and parties
• Coordinate with program teams about preparing home partners, build sites, construction for the volunteer teams and work closely with them in developing sound construction and engagement schedule.
• Guides and reviews over-all logistical coordination for volunteer teams - transportations, accommodations, etc. with relevant coordinators.
• Prepare reports/summaries and review the work process to make necessary improvements to the program.
• Report volunteer's safety or health to direct supervisor and country director right after bring volunteer in safe condition
• Build the capacity of relevant Coordinators.
• Review and update volunteer handbooks, and other orientation materials for supporting and training the volunteers.
• Submit written and oral reports of volunteer's activities and performance.
• Travel to project sites as needed.
• Preparation of monthly/quarterly reports and submits to supervisor in a timely manner.
Special builds:
• Performs event and/or project management functions for special/big builds
• Ensure that overall delivery of the build project is of high quality and as planned from preparation to post-event/build stage
• Collaborate with relevant departments to ensure effective execution of plans.
Volunteering for development:
• Scope / map-out volunteering for development opportunities to contribute to Habitat Vietnam's overall programming capacity
• Manage the recruitment of local and international volunteers to support Habitat Vietnam's housing program.
• Prepare and/or coordinate preparation of Post Descriptions for International Volunteer Programs in collaboration with AP-HR (IVP) focal point.
Managing people:
• Define capacity building initiatives to promote continuous team development, and coordinate with HR Department in providing capacity building support
• Annually discuss with direct report(s) and agree on job plans and individual development plans
• Provide on-going feedback to direct reports and follow up his/her improvement and complete mid-year review, annual appraisal in a timely manner.
• Provide motivational supports to direct reports in difficult situation and/or adapting to organizational/departmental changes.
3. Key functional responsibilities (for hybrid roles)
Institutional Engagement
• Strategic partnership management: Develop and implement a strategic partnership approach in line with Strategy, to advance HFH V reputation as a trusted partner for development.
• Establish and enhance institutional relationships on Youth Organizations and Universities for Volunteer, NextGen Engagement in line with Habitat For Humanity Vietnam's strategy and focuses.
• Facilitate and coordinate partnership programs to build a robust partnership network to support operations, promote knowledge sharing, and manage institutional arrangements with key partners.
• Organize and create an effective platform to build partnerships aligned with HFH V Strategy.
• Represent HFH V in engagements, meetings, forums, seminars, workshops with Youth Organizations and Universities for Volunteer, NextGen Engagement and building cooperative networks to build the HFH V reputation as a reliable partner for development.
4. Implementing cross-functions responsibilities
Societal impact programs
• Lead the development of the application process in collaboration with the RDC head
• Collaborate and support relevant staff and project partners in promoting Habitat Vietnam among youth organizations, schools, corporations and other institutions by developing and delivering appropriate presentations, communication and event tools.
• Collaborate with relevant departments to ensure effective execution of plans.
5. Managing assets and budget
• Guide and manage direct report to ensure all Habitat for Humanity related policies, procedures like child protection, procurements and payments are appropriately applied
• Estimate annual operational budget based existing situation & next period plans
• Ensure appropriate filing of all relevant VP documents/records to prevent lost/damage/shortage
• Report any violations of direct reports together with recommended solutions to supervisor, HR & Adm department if any.
6. Managing and implementing compliance
• Complying with procedures and requirements of Procurement Policy
• Study and abide with requirements of Ethics Covenant, Safeguarding, Child Protection, Discrimination, Bullying and Harassment policies all the time of employment with Habitat.
• Engage in and maintain a safe working relationship with colleagues and local partners in accordance with HFH Vietnam policies.
* Working condition & context
• The works require frequent interaction internally and with a diverse group of people externally
• Office and build sites and travel are (highly) frequent.
* Standard Performance Expectation:
• Fully achieve the annual agreed performance plans in terms of quantity, quality and timeframe
• All Global Village builds have high safety standards at all times
• Collaboration with different departments/teams (programs) consistently strong and clear
• All Global Village builds and special/big builds are professionally and creatively prepared
• All volunteers are professionally, creatively well-hosted, oriented, kept safe and effectively engaged
• The volunteer programs contribute to the overall resource development and engagement of Habitat Vietnam.
*Work location: Ho Chi Minh office