Operations Officer

WWO is a US-based not-for-profit organization working in Vietnam since 2005. The global mission of WWO is to transform the lives of orphaned children and help them to become healthy, independent, productive members of their communities and the world. We are currently seeking a qualified and motivated person, Vietnamese nationality, to work in our office Ho Chi Minh City in the position of Operations Officer.              

Title: OPERATIONS OFFICER
Position type: Full time, starting from  September 2016
Location: Ho Chi Minh city
Interfacing: The position holder reports to the Operations manager, and interacts with all staff members in the country program as described in the Job description.
Job Summary: To develop and manage an effective operations system for WWO in Vietnam, internally and externally.

Main tasks & responsibilities: Define the major duties and responsibilities of this job. Time allocation (%): The percentage indicates the time allocation to handle the particular duties.

I) Strategic Management: N/A

II) General Management: N/A

III) Financial Management: 5%

3.1 Prepare detailed budget for Operations workplan
3.2 Account for the disbursement of Operations budget

IV) Operational Management: 75%

4.1  Administration:

  • Welcome guests,  provide beverage.
  • Preparation of meeting rooms, refreshment / tea break station.
  • Answer the phone and provide guidance for external and internal communication.
  • Assist the Operations manager in filing and archiving system of hard copies and electronic copies;
  • Prepare documents to be sent from the HCMC office;
  • Assist the Administrator in follow-up checklists of office license, visa, passports, work permit;
  • Support the Administrator in organization of special events e.g. seminars, workshops, retreat... 
  • Organize and supervise the maintenance of working stations and office space (library, meeting hall, public area, storeroom…).
  • Supervise the work of cleaners, ensure the cleanliness and tidiness of the office
  • Implements and monitors support services to all departments, including transport, travel, communications, and provision of local utilities and admin service requirements. Maintains office area in an organized and professional manner including supplies and equipment.

4.2 Information and Database management

  • Assist Operations Manager in developing and management of database of potential donors, technical networks, consultants.
  • Assist the Program staff on management of beneficiaries database if time allows.
  • Support the to design the website and the intranet linkage with the Home Office.

4.3    Maintenance and Backup

  • Install filing system on the WWO office server and manage access to data.
  • Install backup system and ensure that backup functions well
  • Maintain office equipment on a regular basis (in rotation or in agreement with individual staff members)
  • Ensure that all licensed softwares/applications function well
  • Re-organize internet network and ensure that internet connection functions well
  • Perform minor repair for IT equipment when possible, or contact external IT service for repair job
  • Follow up all equipment status in office and suggest to upgrade or replace if needded.

4.4 Logistics:

  • Assist in procurement process in HCMC office and project sites; e.g booking tickets, hotels
  • Supervise and monitor all contracts (travel insurances, office and house insurance, office and house lease contracts);

V) Program Management: 10%

5.1 Coordinate with the program teams to support them in making PR materials for their work, e.g. video clips, photos, brochures
5.2 Participate in programming activities to understand the intervention concepts upon request from the Operations manager

VI) M & E: N/A

VII) Communications: 10%

7.1 Internal communications

  • Coordinate with the Operations manager to organize internal workshops, seminars
  • Developing an effective information management system
  • Support the Operations Manager in developing, maintenance and updating databases and WWO’s library
  • Manage the WWO photos folder and arrange photo/video shooting

7.2 External communications

  • Manage and update the WWO network database
  • Coordinate with the Operations manager to organize and conduct external workshops, seminars
  • Support the Operations Manager in receiving visitors (national and international)

VIII) Resources Mobilization : N/A

Selection Criteria and Qualifications

Qualifications:

  • University graduate, IT background is preferable;
  • High command in Computer skills (Office, database, website);
  • Ability to work with a minimum of supervision;
  • Ability to work under pressure;
  • Honest, meticulous, transparent, responsible;
  • Highly organized;
  • Having an ethical and critical way of thinking;
  • Good inter-personal skills.

Applications should include:

  • A resume (not longer than 2 pages) summarizing qualifications and experience;
  • An application letter;
  • 2 work referees with contact details.

Please indicate your expectation for remuneration/salary in your application

Interested candidates please submit your applications by August 15th 2016 by email to: [email protected]. We are sorry that due to time constraint, only shortlisted candidates will be contacted.

Worldwide Orphans Foundation (WWO) is an equal opportunity employer. For detailed information on WWO, visit our website: www.wwo.org.vn

Job Details
Organisation Name: 
WWO
Vị trí: 
Ho Chi Minh
Application Deadline: 
Mon, 2016-08-15