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Wvv Operations Coordinator

4 weeks ago

Hà Nội, Vietnam World Vision International Full time

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories

Key Responsibilities:
CONTEXT

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).

JOB PURPOSE

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.

MAJOR 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.

GIK
- Develop/update 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