Position Title: Part-time Project Officer (PO)
Project “Computer and internet education for better experiential learning to ethnic children in the north of Vietnam”
Department: Program
Location: ChildFund Vietnam – Hanoi Office with frequent travels to project areas including Hoa Binh, Cao Bang and Bac Kan.
Line Manager: Grants and Project Development Coordinator
Employment status: Short-term from March to May 2017 with average 15 working days per month
ORGANISATIONAL CONTEXT
ChildFund Australia is an international development agency that works in partnership with children
and their communities to create lasting and meaningful change by supporting long‐term community
development and promoting children’s rights.
ChildFund Australia directly implements child‐focused development programs in Viet Nam, Papua
New Guinea (PNG), Cambodia, Laos, and Myanmar, and works in conjunction with the ChildFund
Alliance global partnership to deliver programs in countries throughout Asia, Africa and the
Americas.
Programs are funded by sponsorship contributions, grants, donations and other revenue. ChildFund
Australia has an extensive child sponsorship program with more than 55,000 children in 24 countries
sponsored by Australians.
ChildFund Australia’s goals are to deliver quality development programs that are respectful, responsive and effective.
ChildFund Vietnam is the representative office of ChildFund Australia – an independent and non-religious international development organisation that works to reduce poverty for children in the developing world.
ChildFund began working in Vietnam in 1995 and operates community development programs in the areas of education, water and sanitation, sustainable livelihoods, food security, child rights and child protection and maternal and child health, including HIV prevention.
ChildFund’s programs are being implemented across the northern provinces of Bac Kan, Cao Bang and Hoa Binh, where the majority of people are from ethnic minority groups, often the most vulnerable or marginalised sections of the population.
REPORTING STRUCTURE
The Project Officer (PO) reports to the Grants and Project Development Coordinator.
The PO works closely with Education Program Officers in 3 Area Development Offices, Finance department and Hanoi Program intern.
ROLES
The PO is responsible for the quality and progress of the Project for the assigned area with the overall goal of improving the life of children in Vietnam.
The PO is responsible for the quality of the project’s outputs and efficiency.
The PO is responsible for developing and maintaining good partnerships with the local partners including school managers, teachers, and District Education departments.
KEY AREAS OF RESPONSIBILITY
1. Project Management, Reporting, and Designing
- Conduct equipment purchasing through open bidding process as ChildFund Vietnam’s and government’s regulations;
- Design and implement capacity building activities to students and teachers at the project’s schools in the area of computer and internet education;
- Instruct and ensure partners and contractors strictly follow ChildFund’s working principles and methodology of project development and implementation in all stages of a project cycle;
- Act as the contact person between ChidFund and partners in project implementation;
- Work with key stakeholders to analyse and select technical solutions/interventions during project development and implementation;
- Undertake regular visits to the field for supervision and take necessary actions for improvement in quality of project implementation;
- Periodically organise meetings with partners to share lessons learnt in a timely manner and adjust project implementation appropriately;
- Write project variation proposals;
- Cooperate with key stakeholders to coordinate project planning, implementation, and monitoring according to the project agreement/ commitment and proposal;
- Monitor project activities to ensure the timelineness, efficiency and quality of the project;
- Provide support to partners in implementing activities at the field as required ;
- Maintain a database of project activities for long-term use;
- Provide timely advice to the education program officers and Grants and Project Development Coordinator on actual or expected changes in the project environment that impact the relevance of plans, timeframes or expected achievements, including recommendations for amendments to project design (activities, timeframe, budget);
- Prepare reports on the project to the senior managers and donor as required following specified formats and agreed schedules;
- Cooperate with all stakeholders to mobilise participation and contribution from the community.
- Organize donor’s monitoring visits
- Prepare project related materials in English for donors
2. Financial Management and Reporting
- Take direct responsiblity for the budget and financial disbursement throughout a project;
- Review budget plan and request for money transfers
- Supervise and ensure that the project budget is used effectively for project activities;
- Facilitate the progress of expenditures as scheduled
- Facilitate and review monthly financial reports.
3. Organisational and Team Development
Where relevant participate in:
- Participate in the process of developing program teams and ChildFund’s policies and strategic plans in collaboration with other ADO staff, under the guidance of leadership staff in Hanoi Office;
- Collaborate with the line manager, participate in/ contribute to the development of ChildFund’s policies, strategies and documentation in the sector’s area and project management in Vietnam, including the development of annual and longer-term strategic plans;
- Actively contribute to the development and promotion of ChildFund values, culture and learning approach.
4. Capacity Building and Technical Support
- Design/Prepare training materials and organize necessary training with communities, local staff and other relevant groups as and when required in the implementation process of the project;
- Contribute to regular technical and methodological support of projects through visits and contacts etc., with local staff and implementing partners;
- Provide necessary support for partners to ensure their efficiency during the project implementation;
5. Communication and policy advocacy
- Facilitate the development of ChildFund’s image;
- Participate with Experts and the COM team in developing communication materials for projects and programs;
- Organize and participate in workshops to learn about and share project information;
- Seek opportunities and participate in communication and policy advocacy with local partners;
- Collect reports, data, newspaper information and other evidence of project activities as a base for effective policy advocacy
6. Information and knowledge management
- Update, store, and manage information of the project according to ChildFund’s general system;
- Actively share knowledge and experience with colleagues of his/her project after training courses, workshops, and study tours;
- Document effective activities in the community to develop a database for subsequent activities to replicate models and activities within the project areas.
REQUIRED COMPETENCIES/EXPERIENCE/QUALIFICATIONS
Core Competencies
- Commitment to ChildFund Australia’s values, vision and mission: demonstrates a strong belief in ChildFund Australia’s core purpose, and reflects the values of the organisation in daily activities and behaviours;
- Teamwork: the ability to work cooperatively and flexibly with other members of the team with a full understanding of the role to be played as a team member;
- Language skills: efficient in report writing in English and English translation
- Communication: the ability to communicate clearly and persuasively verbally and in writing;
- Accountability and integrity: our obligation as individuals to account for our activities, to accept responsibility for them, and to disclose the results in a transparent manner; and
- Adaptability and flexibility: the ability to meet changing conditions and respond to new organisational requirements, with flexibility and resilience.
Functional Competencies – Technical
- Knowledge of overall context of development activities in Vietnam as well as the latest stipulations and laws related to project and program activities;
- Up-to-date expertised knowledge and information.
- Understanding of living conditions in different areas of Vietnam
- Ability to develop reports, review and monitor spread sheets and budgets, develop budgets based on activities, planning and projections on time and to a high standard;
- Ability to undertake detailed activities with accuracy;
- Ability to demonstrate initiative, proactive and work with a minimum supervision;
- Ability to respond to urgent demands while maintaining on-going implementation of activities;
- Ability to work independently to deliver ideas for work building and development;
- Good time management skills to perform multi-tasks at a same time and meet deadlines;
- Good analytical skills, good conflict resolution and negotiation skills;
- Ability to build strong working relationships, internal and external to the organisation;
- Working effectively with and through others;
- Good presentation and facilitation skills;
- Abitlity and skills in organising and providing trainings;
- Excellent computer literacy and experience with computerized information.
Qualifications and experiences
- University qualification in relevant field related to the technical area;
- At least 1 year experience participating in relevant projects;
- Experience with programs in remote or rural areas and / or project management in rural areas;
- Experiences in partnership development;
- Experience in preparing project proposal and reports.
WORKING CONDITIONS & OTHER ESSENTIAL REQUIREMENTS
- This is project-based position based in Hanoi with regular and extensive travel to ChildFund’s project areas (at least 80%);
- Adherence to written confidentiality policy/agreement is required;
- The successful candidate will be offered a short-term contract from Mar to 31 May 2017 with average 15 working days per month. Salary will be set according to experience and qualifications, in accordance with ChildFund’s salary scale. Salary will be paid according to actual working days managed by time sheet.
- Appointment to this position is dependent upon successful completion of a Police Check and signing of ChildFund’s Child Safeguarding policy and procedure Code of conduct;
- Commitment and adherence to ChildFund policies and procedures is required.
- Other working conditions and benefits are outlined in ChildFund’s HR, PDP and Operations Manuals.
STANDARD OCCUPATIONAL HEALTH AND SAFETY (OHS) RESPONSIBILITIES
- Cooperate with all health and safety policies and procedures of the organisation and take all reasonable care that your actions or omissions do not impact on the health and safety of colleagues in the workplace.
Please send your CV and cover letter (in English) to email address: jobs.for.ngo.hanoi@gmail.com
Deadline: 12/03/2017
Any question please contact: Ms Quyen. Tel: 043 8265118