Project Officer of the EU-Vietnam Strategic Dialogue Facility (SDF)

I. Background information

The EU-Vietnam Strategic Dialogue Facility is a three-year program that aims to support Vietnam's development through the implementation of activities in areas covered by the EU-Vietnam Partnership and Cooperation Agreement (PCA). This EU-funded €2.9 Million project started in February 2013 and it will continue until January 2016.

The Facility’s is aiming at strengthening EU-Vietnam relations through political dialogue and exchange of expertise. The Facility, together with a wide range of Vietnamese partners from academia, civil society and government, supports the exchange of best practices and experiences on issues of mutual interest to Vietnam and the EU, under the Partnership Cooperation Agreement (PCA) which was signed in 2012.

It funds policy-oriented research and studies and organizes conferences, high-level meetings and trainings with European and international experts. The facility covers a broad range of supported areas, ranging from governance and human rights to environment and climate change, migration, public administration reform or transnational crime.

The project activities are coordinated by the EU Delegation to Vietnam and implemented by a group of European partners-led by SOFRECO (France) and supported by IOM (International Organization for
Migration, Vietnam), IMAGOS (Germany) and the Danish Institute for Human Rights-in close contact with key Vietnamese partners.

The European partners are the service provider to the EU Delegation and a Technical Assistance Team (TAT), consisting of a Project Director and two Project Coordinators, has been deployed in Hanoi to support the facility planning and implementation.

The project office of the TAT is based in Hanoi, while activities and actions will also be carried out in other parts of Vietnam.

II. Position information
Position title: Project Officer
Reporting to: Project Director of the Technical Assistance Team (TAT)
Contract: Two years contract, subject to successful completion of the probation period
Expected starting date: 15 November 2013 or shortly thereafter
Work station: Hanoi with some travel to project sites as required

Position Summary:

The position is meant to complement the work of the Project Director (PD) and Project Coordinator (PC), by providing support on a daily basis and by independently carrying out tasks and working under tight deadlines and within as a team. The main task of the position is to assist the PD and PC in the day-to-day running and operation of the project and to actively observe and ensure the quality of the project administration and financial management of the project activities under supervision of the PD and PC.

Liaising with Vietnamese counterparts, ensuring the effective communication and interaction between the Technical Assistance Team, the Vietnamese and European partners and external service providers will also be key a feature of the position.

Areas of responsibilities/tasks:
o Execute day-to-day work with focus on conducting the main administrative and financial management related to the project activities and implementation
o Support the planning and organization of large-scale public events (training seminars, workshops, conferences etc.) and meetings, in particular assist in the logistical arrangement and implementation of the events
o Initiate and facilitate tenders and contracts to provide services (i.e. event-venue; travel-arrangement, publications) by external service providers/suppliers including providing inputs to the service contract files, liaise with external service providers/suppliers and monitor the delivery of them
o Support the Project Director and Project Coordinator in organising meetings with stakeholders; participate in meetings with stakeholders, including provide interpretation from English and Vietnamese and vice versa (when required); prepare draft minutes report of the meetings and related follow-up actions
o Assist in the preparation of monthly financial reports and statements under supervision of the Project Director and Project Coordinator, including collect financial documents from Vietnamese partners
o Keep and update files of accounting and finance activities (original invoices, receipts) in the project office, including recording and keeping all incomes, expense updated, prepare cash-requests and payment of invoices at bank etc.
o Undertake daily administrative tasks at the office, including organize project office files and purchase office consumables
o Provide support for other project activities as requested by the Project Director?

3. Profile/Requirements

Qualifications and skills:
o A university degree at BA-level (at minimum) in Public Administration, Business Management, Law, Economics, Political Science/Social Sciences or related areas
o Minimum 6 years of experience (or preferably more), working within a multilateral, international organization, the private sector or governmental bodies
o Fluency in English; Vietnamese as native speaker with excellent writing skills
o Good computer skills on MS Word, PowerPoint, Excel and preferably also knowledge of accounting systems
o Strong management skills with focus on details and accuracy
o Excellent communication and interpersonal skills with a strong sense of flexibility and responsibility
o Ability to work effectively in multi-disciplinary teams and under tight deadlines

Specific experience requirements:
o Minimum 3 years of experience working in the field of both administration and financial management for INGOs, International Organisations or similar institutions is required
o Knowledge of the European Union and EU Member States’ activities in Vietnam as well as experience of working in EU-projects/programmes or projects of other international development partners would be an asset
o Experience of working and interacting with Vietnamese Government agencies would be an extra asset

In line with the provisions of the UN/EU Cost Norms (2012) for recruitment of project personnel, the EU- Vietnam Strategic Dialogue Facility offers a competitive remuneration package commensurate with qualifications and experience.

Interested persons should send a full English CV, including a copy of degree certificate, two references and a one page cover letter, no later than Wednesday, 6 November 2013 to:

EU-Vietnam Strategic Dialogue Facility (SDF)
Suite 705 - Office Building
142 Le Duan Street, Hanoi
Tel: (+84-4) 35162696
Fax: (+84-4) 35162695
Email: [email protected]

Only short-listed candidates will be contacted for interview.

Job Details
Organisation Name: 
EU-Vietnam Strategic Dialogue Facility (SDF)
Location: 
Ha Noi
Application Deadline: 
Wed, 2013-11-06