WVV Operations Coordinator

Background

World Vision is a Christian relief, development and advocacy organization working to improve the quality of life of people, especially children who are marginalized and living in poverty. World Vision helps all who are in need, regardless of their religion, race, ethnicity or gender. As a child-focused organization, WVI Vietnam's work focuses on children, ensuring they are protected and their basic needs are met. World Vision International in Vietnam (WVI Vietnam) has been funded by 13 support countries in Europe, Asia, the Americas, and Australia. Funding of WVI Vietnam consists of sponsorship program funding (70%) and Private Non-Sponsorship (PNS)/grants (30%). WVI Vietnam employs about 400 staff, of which 99% are Vietnamese nationals.

WVI Vietnam is operating in 25 Area Programs (AP) in 4 zones: North 1 (Dien Bien, Ha Noi, Hai Phong), North 2 (Thanh Hoa, Hung Yen, Quang Ninh), Central (Quang Nam, Quang Tri, and Da Nang), and South (Quang Ngai, Ho Chi Minh, DakNong). WVI Vietnam's AP usually focuses on one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVI Vietnam's Development Program Approach (DPA) is that AP team members are based at the district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Besides the APs, WVI Vietnam is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

In alignment with the three ministry strategic objectives, WVV is implementing three Technical Programs (TPs): Child Protection, Nutrition and Livelihoods. Technical Programmes are national level programmes implemented by World Vision in multiple geographic locations within a country. They employ evidence-based practices and models previously identified, defined and prioritised through a strategic process. TPs are designed to ensure World Vision Viet Nam achieve its mission, which includes the highest impact for the well-being of children, especially the most vulnerable one in accordance with National Strategic objectives.

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 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, visitors to programmes/projects are well facilitated acquiring, receiving, distributing and reporting GIK goods and 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.

Key Responsibilities

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.
GIKDevelop/WVV strategy for GIK based on the National Strategy in consultation with Operations Director and other related staff.
Prepare an annual 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.

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 documents for introducing about WVV programmes to different stakeholders.
OTHER ADMINISTRATIVE FUNCTIONS

Coordinating the implementation of GC policies related to Operations (eg. Partnering Policy)
the Operations Manual/guidelines by working with related staff, and send to programme/project staff for their follow-up.
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.
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.
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.
Take responsibility for personal security, accurately identify and assess the dangers and respond most appropriately; take all good faith efforts to keep other WVV staff and property secure with guidance and instruction as being trained by WVV
Perform other tasks assigned by the manager to contribute to the team performance

Knowledge & Skill

At least five years of experience in programme management / administration and operations work.
Have experience in resource acquisition and management (eg. GIK/other types of project acquisition and management)
A bachelor degree in any field.
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.
Willingness to support articulate and demonstrate World Vision's core in meaningful ways to colleagues, partners, children and communities.
Applicant Types Accepted:

Local Applicants Only

Experience