Project Office Manager

Project Office Manager
(M/F)

German Red Cross (GRC) is part of the world wide Red Cross and Red Crescent Movement. As a humanitarian organization, GRC assists victims of conflict and disaster as well as people affected by social or health related crisis. The Red Cross Movement provides assistance to vulnerable people without discrimination as to nationality, race, religious beliefs, class or political opinions and adheres to the seven principles of the Red Cross movement: Humanity, Impartiality, Neutrality, Independence, Voluntary Service, Unity and Universality.

In Vietnam GRC is supporting its local partner, the Vietnam Red Cross (VNRC), to implement projects in the field of Disaster Relief & Rehabilitation, Disaster Risk Reduction & Climate Change Adaptation, and Capacity Building. The GRC will support the cooperation with the Vietnam Red Cross (VNRC) for a new project in Forecast Based Financing. With this new project the GRC is taking disaster relief into a new era: away from pure reaction and towards anticipation.  This 32 months project aims at reducing heat-waves impacts in urban areas of Vietnam through the development of forecast based financing standard early actions for anticipatory humanitarian actions.

The GRC is currently looking for highly motivated Project Office Manager who will ensure the smooth running of the GRC project office and the strict and timely financial reporting to the GRC NHQ.

Project:
Reducing heat-waves impacts in Hanoi through the development of forecast based financing standard early actions for anticipatory humanitarian actions

Sector:
Disaster Risk Reduction / Climate Change Adaptation

Reporting to:
GRC Head of Project Office

Contract type and duration:
Full-time position for a period of 6 (six) months with a possibility of extension until project end in December 2020.

Location:
The position will be based in Hanoi with travels to other provinces and in South East Asia

Required language proficiency:
Vietnamese and English

Nationality:
The position is opened for Vietnamese nationals only

Starting date:
May 2018

Project Background

Forecast-based Financing (FbF) is a mechanism that uses climate and weather forecasts to trigger timely humanitarian action, before a hazard hits the exposed population. These actions are automatically funded when the triggering forecast is released. This mechanism has been progressively developed since 2008. Several pilot projects are ongoing, which are contributing to build evidence about the potential to transform the current humanitarian system. Lessons, best practices and recommendations from these projects are the base for the development of a solid Forecast-based Financing knowledge management strategy. The implementation of the FBF concept enters in its second phase and includes now Vietnam.

The second phase aims at building more evidences. Thus, a comprehensive strategy for Monitoring, Evaluation, Accountability and Learning (MEAL) is the cornerstone to build knowledge and evidence about the Forecast-based Financing concept. It enables a systematic learning process which is crucial not only for the effective implementation of specific interventions but also to scale up from localized pilot projects towards national or regional wide interventions.  
Line management:

The GRC Head of Project Office (HPO) is the line manager of the Project Officer Manger (POM).

The technical line management is provided by Team 52, GRC NHQ.

ROLES and RESPONSIBILITIES

Directly supporting the Head of Project Office, the Project Office Manager will have for main responsibility the smooth running of the GRC project office which will count four staffs, and the strict and timely financial reporting to the GRC NHQ.

1.    Financial Reporting

• Monthly financial reporting to the GRC NHQ
  
  • Ensure the timely submission of the Monthly Financial Status (MFS) and Monthly Financial Report (MFR) in soft and hardcopy to the GRC NHQ in Berlin by the end of each month. Pay attention to back donor requests for specific reporting deadlines.
  • Ensure the quality of the MFR by establishing an effective controlling system.
  • Ensure timely reception and quality control of all financial documents/financial reports from the VNRC HQ in direct collaboration with the Head of the VNRC Finance Department.
  • Compile a monthly overview with all relevant financial data with recommendations for further action.

• Financial reporting to the Vietnamese Government
  
  • Ensure that all tax (PIT/FCT) and social security related payments and reporting are submitted to the Government in accordance with the Vietnamese legislation.
  • Ensure that the annual PIT finalisation for GRC staff is supported by an external consultant.
  • Support the finance report requested by PACCOM, Hanoi DOFA and/or other authorities.

2.    Funds management / financial accounting

• Ensure that sufficient fund are available to meet the ongoing operational requirements
• Mitigate financial risks (e.g. related to exchange rates)
• Maintain banking relationships
• Control GRC bank accounts; opening/closing balance at Vietcombank  monthly.
• Control GRC cash transactions to ensure all payments are in compliance with GRC and/or donor’s requirements before submitting the documents to HPO.
• Control the fund transfer, cash withdrawals which are prepared by the Finance Officer (FO), , Intern before submitting to the HPO and Project Manager (PM).
• Ensure the reconciliation of all balances between GRC and VNRC for the MFR.
• Ensure the monthly cash count of all cash boxes.
• Review financial documents, and conduct financial spot checks on payment vouchers and supporting documentation to ensure compliance with GRC and/or donor’s requirements before the documents are submitted to the HPO for approval.
• Ensure the booking process is in line with GRC requirements.
• Support the GRC budget holders in budgeting and financial management of the projects.
• Controlling quotations and supporting document in accordance with GRC NHQ guideline.
• Ensure salary payment & other benefit calculation to all GRC staff in accordance with Vietnamese legislation.
• Dealing with the Tax Department (e.g. for tax audits) & GRC Tax Agent.
• Ensure the risk management for the GRC office by regular updates.

3.    Finance training

• Study GRC and donor‘s requirements and prepare and adapt internal finance guidelines, checklists and other financial documentation accordingly.
• Develop documents and templates for finance training for GRC Projects (financial documentation requirement, case studies, financial instructions for public and HH construction, etc).
• Conduct financial trainings for GRC and VNRC project staff.
• Support the project teams with regard to finance trainings and instructions on finance (donor) regulations for team members and the partner VNRC.

4.    Finance Management

• Update and improve the finance system including accounting system, procedures, forms, financial regulation, cost norm, etc.
• Manage outsourced functions (e.g. Tax /legal advisor)
• Oversee the operation of the finance team, including all line management functions
• Support and advise the HPO in his/her risk management function.
• Instruct the finance team in accounting, reporting, dealing with partners

5.    Admin / Office Management
Ensure a smooth running of the office and office equipments. This includes:

• Keeping record of correspondence
• Arrange monthly computer maintenance and IT trouble shooting
• Regularly updating inventory list
• Managing the annual insurance (office equipments and health/accident insurance for local staff)
• Managing cleaner contract
• Preparing monthly/quarterly payment for office rent/parking/electricity and for landlines, cellphones, stationary, printing ink, etc…

6.    Logistics

• Prepare welcome profile, arrange visa and pickup from airport to hotel  for visitors
• Support office equipments and furnitures procurement

7.    HR

• Prepare HR documents: job offer, labor contract, notice of contract termination,
• Letter to DIPSERCO on registration/ end of contract for local staff
• Provide orientation on admin/ HR regulation/ office security ….
• Prepare and hand over the work related equipments
• Monthly calculation and submission of the social security documents to HN Social Security Department.
• Register for new staff/ close social security book for leaving staff
• Update the monthly summary of annual/compensation leave of local staff
• Arrange annual health check-up for local staff
• Security: Update the security document and the staff contact list
• Support Visa & work permit (exemption) & changing driving license for Delegate
• Fulfill other tasks as requested by the Head of Office or the GRC NHQ.

Position Requirements

Application Procedure

Interested candidates are invited to send their applications by email in English consisting of a CV, a letter of motivation, copies of relevant certificates and references to: [email protected]. Please indicate clearly in your application subject: “Application for Project Office Manager”.

Deadline: 30th April 2018 at 17:00, Hanoi time

Please note that only applications which are submitted in English shall be considered and that the GRC may start short-listing the candidates before the deadline. While German Red Cross appreciates all responses, only candidate under consideration shall be contacted and invited for an interview.