Save The Children International

- TEAM/PROGRAMME: Sponsorship Program
- CONTRACT LENGTH:
- 1 year with possibility of extension based on performance
- CHILD SAFEGUARDING: 2
- Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
ROLE PURPOSE:
-This position will be responsible for overseeing all work dimensions relating to Human Resources, Finance, and Supply Chain to ensure the organisational procedures and policies compliance with effectiveness of operational works of Lao Cai field offices - Save the Children International in Vietnam.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
This position is based in Lao Cai office with frequent travel to Bao Ha office to support with HR, Finance and Supply Chain managemet in this office
SCOPE OF ROLE:
- Reports to: Sponsorship Program Manager
- Dotted line report to: Admin and Supply Chain Manager, HR Coordinator, Finance Manager and Impact Area Coordinator
- Staff reporting to this post: Field Admin and Logistics Officer and Field Finance Officer in Lao Cai office
- Role Dimensions: Coordination with (senior) project officers, project assistants, admin and logistics assistants, finance officers, operations officer / assistants and other relevant staff
- Budget Responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY :
Administration and Supply Chain in Lao Cai and Bao Ha field offices:
a. Provide coordination for the delivery of high quality support to sponsorship program at the Country Office and field offices in Lao Cai and Bao Ha;
b. Together with Sponsorship Program Manager maintain administration operation in Lao Cai office and handle all administrative legal documentation and procedures relating to operation of Lao Cai and Bao Ha Offices and personnel, including but not limited to office permits, workshop permits, visa, passport, work permit, temporary residence card, project approval… etc.
c. Provide daily supervision of all logistics and procurement activities in Lao Cai Office such as logistics arrangements for meetings and workshops, handling office supplies, equipment, furniture, travel for staff, accommodation for expatriates and other related activities.
d. Ensure the storage and warehouse facilities are properly managed and maintained arcording to SCI policies. Oversees the asset management, periodical asset inventory and physical check in Lao Cai and Bao Ha Offices.
e. Arrange and supervises repairs and improvements in the Lao Cai and Bao Ha office, plan and implement asset liquidation according to SCI policies.
f. Arrange and maintain the administrative electronic and physical filing system in the Lao Cai and Bao Ha Offices. Ensure all administration tracker, supplier data and procurement tracker and are timely updated.
g. Ensure the effectiveness of the Supply Chain team in Lao Cai Office, including review of the contracts, purchase orders, CBA… before submission for approval.
h. Coordinates and oversees all procurement of goods and services in line with procurement plan of Sponsorship program in close collaboration with Impact Area Coordinator, ensures bidding procedures are fully compliant with SC (and donors’, as applicable) policies and procedures and goods are purchased to meet identified project needs in quality and time progress.
i. Follow up with sourcing progress and keep track with on-going Framework Agreements for cap limits, termination and extension request.
j. Act as focal person in sourcing activities, prepare and negotiate the contracts for project equipments, supplies, printing and other procurement related to projects in Lao Cai.
k. Works closely with Finance Section and Programmes also relevant team members in Lao Cai office to coordinate and manage regular warehousing and asset inventory activities to do asset physical checks
l. Prepares, negotiates, renew/end assets and others insurance coverage
m. Support to develop the staff capacity in admin and supply chain to build a high performing team; Implement coaching, mentoring and creating developmental opportunities for admin and supply chain team in Lao Cai and Bao Ha Offices.
Human Resources Management in Lao Cai and Bao Ha field offices
In coordination with Sponsorship Program Manager, to strictly follow and ensure the following tasks of all staff in Lao Cai & Bao Ha offices:
a. Understand and comply all SCI’s core policies (Child Safeguarding, Code of Conduct, Fraud, Data Protection, Fraud, Bribery and Corruption, Anti-Harassment, etc.; SCI’s procedures such as HR policy, Procurement manual, etc.; local law and governmental regulations
b. Collaborate with HR team in Country Office for all HR-related works (talents acquisition and retentions, on-boarding processing, on-time mandatory training accomplishment, induction/orientation trainings involvement, talents management, working hours compliance, etc.)
c. Support Sponsorship Program Manager to coordinate among Sponsorship Program team for regular reviewing, evaluating and updating the Job Description of Sponsorship field staff to accurately reflect the Sponsorship program’s organizational chart
d. Together with Sponsorship Manager to develop the staffing plan for Sponsorship field offices
e. Support Sponsorship Program Manager to develop and update the recruitment plan of Sponsorship field offices (staff, consultants, volunteers, etc.)
f. Together with Lao Cai Sponsorship Impact-Area Coordinator to maintain and develop the partnership with Lao Cai local authorities and providers for all Support Services – related works
g. Be responsible for organizing monthly social events for Sponsorship field in creating the wellbeing working environment
Staff Management:
h. Ensure that Support Service staff in Lao Cai understand and are able to perform their roles and responsibilities during Sponsorship Program operations setting and in emergency responses upon request.
i. Manage and develop the performance of Support Service staff in coordinating with Sponsorship Program Manager and others functional Managers of Finance and Support Services department (HR, Supply Chain, Finance) for all related-tasks (probation objectives and/or annual goals setting, feebacks giving and/or getting, individual conversations implementing, DtP reporting, periodic performance reviewing
j. Together with Sponsorship Manager to coordinate with focal groups (Child Safeguarding, Fraud, Safety and Security) and functional Managers of Finance and Support Services department (HR, Supply Chain, Finance) for providing coaching, mentoring and other developmental opportunities to Sponsorship Program field staff
a. Support Sponsorship Program Manager in staff management including performance management and talent management as well as follow up on development or improvements plan for Sponsorship Program field staff
b. Ensure all new staff members receive due induction with regard to Supply Chain, Human Resources and finance management issues of Sponsorship programme
Finance Management in Lao Cai and Bao Ha field offices:
Sub-grant Management:
a. Do the second check for sub-grant financial reports and advance
b. Coordinate in order to ensure finance visits to partners are carried out as planned
c. Ensure the compliance at partners in accordance with donor and SCI policies.
d. Coordinate to ensure partners are receiving sufficent training and refresh training
Accounting:
e. Ensure expenses are posted to the Agresso in due time, achieving the financial management indicator of % posting before soft close
f. Eusure payment is made in due time, achieving cash balance within required limit
g. Check bank baches carefully before it is sent out to the bank
h. Ensure expenses claim and advance clearance are in strict accordance with SCI policy and procedures
i. Ensure coding are done correctly in the first place so as to avoid recoding afterward
j. Ensure petty cash is counted and reconciled on monthly basis
Other tasks:
a. Ensure assests and inventory are checked and reconciled with Agresso twice a year
b. Ensure the participation of team members in fraud investigation when required
c. Ensure all compliance issues in Lao Cai office and at partners are duely reported.
d. Ensure vetting is done for any new suppliers, consultants, staff, volunteers, collaborators
e. Together with field finance officer, attend periodical Hanoi finance team meeting
f. Attend programme meeting to have knowledge of programme issues and to raise awareness of BHs with regard to complinace issues.
g. Other tasks required by Line Manager.
HAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity

* TEAM/PROGRAMME: Child Sponsorship
* LOCATION: Lao Cai
* GRADE: TBC
* CONTRACT LENGTH: 6 months with possibility of extension
* CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
* ROLE PURPOSE:
Under supervision of Finance Officer, to ensure that the financial policies and procedures, control and system are followed/ implemented properly in accordance with Save the Children, donor regulations and government laws as. Responsible for bank transfer in order to ensure timely payment for the purpose of timely funding disbursement and good BvA .
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
* SCOPE OF ROLE:
Reports to: Finance Officer
Dotted line report to: Sub-impact Area Coordinator
Staff reporting to this post: None
Role Dimensions: Coordination with other (senior) project officers, project assistants, operations officer / assistants, admin and logistics officer / assistant and other relevant staff
Budget Responsibilities: N/A
* KEY AREAS OF ACCOUNTABILITY :
+ Key accountabilities : The following are the main accountabilities:
+ Financial Accounting
- Support Finance Offcer in checking office advance/Payment/ expenses for Lao Cai Office ensuring they are processed on time and in line with SCI and donor financial requirements;
- Support Finance Officer in preparing GLACOS and sending GLACOS to CO for approval;
- Do the first review partners’ finance reports and partners advance;
- Strictly follow up SCI financial calendar, ensure to process and post all needed expenses in the period to FMS before soft close, leaving the time between soft and hard close only for reviewing, doing necessarily required reallocations;
- Support the Finance officer in clearing advance, receivables payables in due time in line with SCI procedures.
+ Cash Forecast/Banking and Cash Management
- Help to process bank payment for office and programme expenses in due time.
- Monitor petty cash and cash count in due time on monthly basis.
+ External and Internal Audit
- Help to locate accounting documents when the audit conducted is conducted at the Lao Cai Office;
- Implement and follow up the implementation of auditors’ recommendations.
- Support finance visits to partners when needed.
+ Other Compliance tasks
- Maintain filing of monthly accounting vouchers, contracts and other finance document and seeking/photocopying vouchers when required;
- Help in stock check at Lao Cai office.
+ Working contacts
- Internal: Finance Officer, Finance Manager, Director of Finance and Support Service, Programme and Finance Staff
- External: Government Agencies, INGOs, donors, suppliers of goods and services
* BEHAVIOURS (Values in Practice)
- Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
- Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
- Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
- Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
- Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity
- Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
- Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
- Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
- Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

TEAM/PROGRAMME: Support Services
LOCATION: Lao Cai
CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
ROLE PURPOSE:
The position will responsible for all admin and logistic tasks of Lao Cai Offices and ensuring effective admin and logistic systems and processes are in place and functioning as per SCI and government requirement.
To provide professional advice to staff and visitors in Lao Cai offices on all admin and logistic related issues, the position will work closely with Field Coordinator and other team members to strengthen capacity for partners in Admin and Logistic especially procurement. He or she also in charge of getting special approved requests from local authority, office registration, asset management and managing office petty cash.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Sponsorship Program Manager
KEY AREAS OF ACCOUNTABILITY:
• Together with Field Coordinator establish and maintain relations with local authorities related administrative legal affairs of office operation and personnel in Lao Cai
• Provide daily implementation of all logistics and procurement activities in Lao Cai such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other Lao Cai related activities.
• Ensure bidding procedures are fully compliant with SCI’s policies and procedures and goods are purchased to meet identified project needs in quality and time;
• Review and update the preferred list of suppliers and ensure that the list is updated and maximize cost efficiency;
• Ensure regular inventory physical check for all asset in Lao Cai Offices and together with Admin and Logisitic Manager to ensure all asset are proper manage arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office’s assets and cars, ect
• Arrange and schedule meetings with government officials, as needed
• Maintain the files and filing system in the Lao Cai Office.
• Maintain hard copies of all legal documents including office licence, property registration and insurance, vehicles policies and insurance; keep record of all accidents and report them to the insurance company; answer queries regarding related policy and insurance package.
• Type letter, memo, faxes and other typing materials as per Finance and Support Services and Administration and Supply Chain Manager’s instruction.
• Assist Administration and Supply Chain Manager in updating and maintaining staff’s emergency files
• Provide technique support and help buiding capacity of the relevant staff and partners through training, coaching, regular visit and remote support.
• Ensure Lao Cai offices petty cash are properly manage and monitor as per SCI policies.
• Implementaion of Safety and Security plan in Lao Cai
• Make sure that the maintenance and repair of office assets is done in proper and timely manner.
• Provide back up support to other team members in their absence when required
Working contacts
Internal: All staff in Hanoi and Lao Cai offices
External: Visitors, suppliers of services
BEHAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity

TEAM/PROGRAMME: Support Services
GRADE: TBC
LOCATION: Ha Noi
CHILD SAFEGUARDING: 1
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
ROLE PURPOSE:
The position will be responsible to implement all procurement activities for the projects in the Northern office and ensure that goods are purchased to meet identified project needs in quality and time; be in charge of assets/inventory management, warehouse management including TIM.
She or he will support Administration and Supply Chain Manager in development of relevant reports and other procurement and administration duties to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Administration and Supply Chain Manager
KEY AREAS OF ACCOUNTABILITY :
Administration accountability:
• Support Admin and Supply Chain Manager to maintain administration operation in Country Office and support the field offices in Lao Cai, Da Nang, Hai Phong and Ho Chi Minh cities if needed
• Handle all administrative legal documentation and procedures relating to operation of Country Office and personnel, including but not limited to: office permits, international workshop permits, visa, passport, work permit, temporary residence card, project approval… etc.
• Provide daily implementation of all logistics and procurement activities in Country Office such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, visa and accommodation for expatriates and other related activities.
• Process to sign framwork agreements for hotels, car rental, air ticket and other admin activities
• Ensure admin procedures are fully compliant with SCI’s policies and procedures and goods and services are purchased to meet identified project needs in quality and time;
• Manage all car rental and office/apartment lease contracts and ensure the update of the supplier database
• Coordinate to ensure the periodical asset inventory and physical check in all offices and warehouses and ensure all asset are properly managed arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office’s assets and cars, ect.
• Arrange and maintain the filing system in the Country Office.
Supply Chain Accountability:
• Support the review of Procurement Plan and development of Sourcing Pipeline.
• Follow up with sourcing progress and keep track with on-going Framework Agreements for cap limits, termination and extension request
• Review the Procurement Tracker to ensure correct and timely update and support to develop monthly KPI reports
• Support Admin and Supply Chain Manager to review the contracts, purchase orders, CBA… before submission for approval
• Work as secondary backup for the Line Manager to ensure the effective operation of the Supply Chain team
• Updates and makes sure all procurement documents are in compliance with SCiV and donor’s rules and regulations
• Maintains an effective warehouse management system and TIM with proper inventory codes and conduct physical asset count when required.
• Ensure all stock items in warehousre are properly manage arcording to SCI procedures including regurlar reconciliation between TIM and Agresso.
• Provide day to day procurement for all projects in Country Office and field offices and ensure goods are purchased to meet identified project needs in quality and time
• Conducts procurement services to programs: handle service contracts including contract with a firm on specific kind of work, printing service, purchasing goods, services and equipment
• Assists in obtaining all authorizations and documents required for duty free importation of project equipment including GIK and emergency items, project supplies, ect
• Maintain the supplier database on regular basis and conduct supplier evaluation
• Conducts all required procurements in accordance with SC procurement guidelines and donor’s rules and regulations
• Prepare quarterly budget projection of procurement of monitor the expense versus the allocated budget
• Maintains and ensures procurement trackers are uptodate and realistic.
• Assists Administration and Supply Chain Manager in preparing monthly cash forecast, KPI reports and update data for country annual budgeting.
• Coordinates with field staff for purchase and transport/shipment of goods requested
• Act as focal person to prepare, negotiate, renew/end the contracts for project equipments, supplies, printing and other procurement related to projects in the Northern office
• Ensures timely and proper domestic travel arrangements are made for staff and visitors in Northern Office.
• Creates and maintains a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling
• To be flexible and available for missions to the field for special support or supervision on given procurement and logistics issues
• Implement other tasks as required by the Line Manager
Working contacts
Internal: All staff in Hanoi and field offices
External: Visitors, consultants and suppliers of services
BEHAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity

TEAM/PROGRAMME: Support Services
LOCATION: Lao Cai
CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
ROLE PURPOSE:
The position will responsible for all admin and logistic tasks of Lao Cai Offices and ensuring effective admin and logistic systems and processes are in place and functioning as per SCI and government requirement.
To provide professional advice to staff and visitors in Lao Cai offices on all admin and logistic related issues, the position will work closely with Field Coordinator and other team members to strengthen capacity for partners in Admin and Logistic especially procurement. He or she also in charge of getting special approved requests from local authority, office registration, asset management and managing office petty cash.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Sponsorship Program Manager
KEY AREAS OF ACCOUNTABILITY:
• Together with Field Coordinator establish and maintain relations with local authorities related administrative legal affairs of office operation and personnel in Lao Cai
• Provide daily implementation of all logistics and procurement activities in Lao Cai such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other Lao Cai related activities.
• Ensure bidding procedures are fully compliant with SCI’s policies and procedures and goods are purchased to meet identified project needs in quality and time;
• Review and update the preferred list of suppliers and ensure that the list is updated and maximize cost efficiency;
• Ensure regular inventory physical check for all asset in Lao Cai Offices and together with Admin and Logisitic Manager to ensure all asset are proper manage arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office’s assets and cars, ect
• Arrange and schedule meetings with government officials, as needed
• Maintain the files and filing system in the Lao Cai Office.
• Maintain hard copies of all legal documents including office licence, property registration and insurance, vehicles policies and insurance; keep record of all accidents and report them to the insurance company; answer queries regarding related policy and insurance package.
• Type letter, memo, faxes and other typing materials as per Finance and Support Services and Administration and Supply Chain Manager’s instruction.
• Assist Administration and Supply Chain Manager in updating and maintaining staff’s emergency files
• Provide technique support and help buiding capacity of the relevant staff and partners through training, coaching, regular visit and remote support.
• Ensure Lao Cai offices petty cash are properly manage and monitor as per SCI policies.
• Implementaion of Safety and Security plan in Lao Cai
• Make sure that the maintenance and repair of office assets is done in proper and timely manner.
• Provide back up support to other team members in their absence when required
Working contacts
Internal: All staff in Hanoi and Lao Cai offices
External: Visitors, suppliers of services
BEHAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity

1. Hỗ trợ hệ thống Công nghệ Thông tin và Truyền thông:
• Thực hiện cài đặt, cấu hình, bảo dưỡng dự phòng/ kiểm tra định kỳ, tiến hành sửa chữa nếu cần thiết; hỗ trợ, khắc phục sự cố thiết bị phần cứng Công nghệ thông tin và các phụ kiện/ thiết bị ngoại vi của máy tính.
• Quản lý mối quan hệ kinh doanh và các thỏa thuận/ hợp đồng dịch vụ với nhà cung cấp, các dịch vụ bảo trì, …, bao gồm giám sát việc thực hiện triển khai các công việc, tính kinh tế, hiệu quả và hiệu suất.
• Mua sắm: Khuyến nghị mua mới và thay thế/ nâng cấp phần cứng giúp cải thiện tính hiệu quả của nhân viên hoặc cơ sở hạ tầng của văn phòng bằng việc phân tích chi phí rõ ràng; tìm kiếm các nguồn cung cấp có sẵn, các thiết bị tốt nhất; hỗ trợ các quản lý cấp cao/ đồng nghiệp phụ trách chuỗi cung ứng trong việc đánh giá và/ hoặc thẩm định tất cả các giao dịch mua liên quan đến Công nghệ thông tin.
• Lắp đặt và hướng dẫn sử dụng các thiết bị văn phòng: máy chiếu, máy in, máy photocopy, máy fax, máy ảnh kỹ thuật số, … để sử dụng hàng ngày và khi cần thiết cho các cuộc họp, …
• Cài đặt và cấu hình, hỗ trợ và khắc phục sự cố với tất cả các ứng dụng phần mềm đang được sử dụng.
• Đảm bảo các chương trình của Văn phòng quốc gia tuân thủ đầy đủ về mặt pháp lý cho tất cả các giấy phép liên quan đến phần mềm, duy trì hồ sơ một cách chính xác và lên lịch gia hạn, bổ sung thích hợp.
• Mua sắm: Chủ động nắm bắt nhu cầu sử dụng phần mềm của nhân viên và đề nghị mua phần mềm giúp nâng cao hiệu quả làm việc của nhân viên hoặc cơ sở hạ tầng bằng các phân tích chi phí rõ ràng.
• Khi được yêu cầu, tạo các công cụ quản lý đơn giản trên máy tính, ví dụ: cơ sở dữ liệu được chia sẻ giúp cải thiện chức năng của văn phòng/ các bên chương trình.
2. Quản lý Viễn thông
• Đảm bảo duy trì hệ thống e-mail, Internet ổn định và hiệu quả nhất tại các văn phòng
• Quản lý mối quan hệ kinh doanh và thỏa thuận/ hợp đồng dịch vụ với nhà cung cấp dịch vụ Internet, bao gồm giám sát liên tục việc thực hiện công việc và tính kinh tế, hiệu quả cũng như hiệu suất, và giải quyết kịp thời trong trường hợp dịch vụ bị gián đoạn, ...
• Thực hiện quản trị các tài khoản e-mail (bao gồm tất cả những nhân viên mới đi làm hoặc nghỉ), thiết lập và cài đặt các tác vụ về sử dụng hòm thư cho người dùng và khắc phục sự cố kỹ thiệt liên quan đến email.
• Hỗ trợ nhân viên tại các văn phòng khác về nhu cầu thông tin liên lạc của họ. Điều này có thể bao gồm: giám sát việc lắp đặt các thiết bị viễn thông như cung cấp hệ thống điện thoại/ đơn vị viễn thông di động như điện thoại vệ tinh, …
3. Bảo mật và sao lưu
• Duy trì mạng lưới và đảm bảo các hệ thống máy tính luôn an toàn, bảo mật, không có vi-rút trong môi trường luôn được phòng ngừa, phù hợp với tiêu chuẩn của tổ chức: đảm bảo tất cả thiết bị (bao gồm cả máy chủ lưu trữ) được bảo vệ hiệu quả và cập nhật với phần mềm chống vi-rút mới nhất, phương án bảo lưu an toàn dữ liệu, …; đối phó kịp thời và đầy đủ với sự tấn công của vi-rút.
• Xây dựng, triển khai, lưu trữ và truyền tải lịch trình sao lưu dữ liệu phù hợp dựa trên tầm quan trọng của dữ liệu kinh doanh và các ứng dụng quan trọng (bao gồm cả các máy chủ có sẵn) phù hợp với tiêu chuẩn của tổ chức; hướng dẫn người dùng cách thực hiện sao lưu dữ liệu cá nhân phù hợp với chính sách và thủ tục liên quan đến Công nghệ thông tin của Tổ chức.
• Thiết lập, duy trì và lập kế hoạch khắc phục thảm họa phù hợp thông qua thảo luận với quản lý cấp cao, bao gồm các biện pháp giảm thiểu rủi ro, có biện pháp khôi phục, giảm thời gian mất đường truyền liên lạc trong những trường hợp này, tuân thủ tiêu chuẩn của Tổ chức.
• Duy trì quyền truy cập an toàn vào tất cả các hệ thống và thiết bị Công nghệ thông tin, phù hợp với tiêu chuẩn Tổ chức - bao gồm bảo vệ thiết bị và quản lý việc nắm quyền truy cập như bổ sung, xóa và thay đổi khi cần thiết.
4. Tiêu chuẩn / Thủ tục và Đào tạo Người dùng
• Xây dựng và triển khai thực hiện các chính sách/ tiêu chuẩn, thủ tục và sáng kiến tuân thủ tiêu chuẩn cơ bản của Tổ chức về thông tin và an ninh tài sản Công nghệ thông tin cho các văn phòng ở nước ngoài.
• Giới thiệu quy trình và thực hành ứng dụng Công nghệ thông tin chung cho nhân viên, bao gồm tất cả người mới bắt đầu, cách sử dụng phần cứng, phần mềm (ví dụ: Skype for Business), ...
• Đánh giá nhu cầu tập huấn và đào tạo về Công nghệ thông tin của nhân viên, tiến hành đào tạo nội bộ những nội dung cơ bản để đáp ứng các yêu cầu, hoặc cung cấp cho quản lý thông tin về cách thức đáp ứng tốt nhất các nhu cầu này, ví dụ: xác định các cơ hội phù hợp bên ngoài để đào tạo.
5. Hỗ trợ sáng kiến cho các bên chương trình
• Hỗ trợ các nhóm chương trình và truyền thông để thiết kế các giải pháp truyền thông và triển khai chương trình một cách sáng tạo
• Xác định và quản lý các mối quan hệ với lĩnh vực tư nhân về Công nghệ thông tin giúp thiết kế các ý tưởng cho chương trình
Các nhiệm vụ khác theo yêu cầu của người giám sát

TEAM/PROGRAMME: Sponsorship Operations
LOCATION: Hanoi office
CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Sponsorship Database Officer will administer the sponsorship database (ASISt) and be responsible for overseeing data collection, data entry, data quality, data maintenance and disaster recovery processes.
• Liaison with Sponsorship centre at SCUS headquarters on issues related to sponsorship technology, data related to sponsorships and best practices
• Liaison with local IT team on managing ASISt server and workstations
• Ensure that sponsorship operational requirements are met as defined by the Policy and field staff/partners receive training on sponsorship operation and data management
• Ensure no downtime or minimal downtime of ASISt with a solid disaster recovery plan
SCOPE OF ROLE:
• Reports to: Sponsorship Manager
• Dotted line report to: Assoc Director, Donor Management System, Sponsorship, IT
• Staff reporting to this post: ASISt Assistant
• Role Dimensions: Work closely with Sponsorship team in Hanoi and Lao Cai offices, ICT Coordinator, MEAL Officer and others when needed.
Budget Responsibilities: None
KEY AREAS OF ACCOUNTABILITY:
1. Administration of ASISt (Automated Sponsorship Information System)
• Perform ASISt administration functions including server and client configuration in collaboration with the CO IT team and SCUS headquarter ASISt team as necessary
• Manage system security and user security in collaboration with the CO IT team and SCUS headquarter ASISt team as necessary
• Plan and execute disaster recovery of ASISt and other sponsorship related work on the local network
• Manage ASISt in a way so it operates to its maximum capacity for the smooth operation of day to day sponsorship activities
2. Lead Data Collection campaigns:
• Plan and execute New Enrollment campaign, Annual Family Update campaign, Mid-year Eligibility Check and PAL campaign
• Facilitate electronic data collection for New Enrollment and Annual Family Updates (AFU)
• Train field staff/partner staff on data/photo collection ensuring the quality check at partner/field level
• Ensure 100% data and photos collected are input/imported into ASISt within the timeline
4. Communication and coordination with main ASISt database in the United States
• Process downstream and carryout subsequent processes within the given timeline
• Create and submit upstream to SCUS headquarters following the guidelines and maintaining the quality of data and photo
• Maintain data integrity between SCUS headquarter ASISt, (CO) ASISt, and field office/partner organizations
• Liaison with the SCUS headquarter ASISt team in troubleshooting issues, maintaining quality and requesting when help is needed
5. Miscellaneous:
• Provide technical support to field staff/partner NGOs
• Train and build capacity of field staff/partner NGOs on sponsorship operation, data collection, correspondence management, 30 day mailing collection, tracking and reporting of progress
• Provide training to relevant staff on ASISt and develop backup
• Manage and oversee other types of data input into ASISt, e.g., sponsor to child correspondence, child ineligible and etc.
• Participate in sponsorship reviews, self-assessments and annual planning processes
• Prepare monthly management report (MMR) and other reports to ASISt sponsorship manager in the area of sponsorship operations
BEHAVIOURS (SCI Values in Practice)
Accountability:
• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary. development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.
Creativity:
• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.

* CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
* ROLE PURPOSE:
Under the suppervion of Area Manager, the position will responsible for all admin and logistic tasks of Ho Chi Minh Office and ensuring effective admin and logistic systems and processes are in place and functioning as per SCI and government requirement.
To provide professional advice to staff and visitors in Ho Chi Minh office on all admin and logistics related issues to ensure the quality implementation of project activities of programe. The position will work closely with Area Manager and other team members to strengthen capacity for partners in Admin and Logistics, especially procurement. He or she is also in charge of getting special approved requests from local authority, office registration, asset management and manage office petty cash.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
* SCOPE OF ROLE:
Reports to: Southern Area Manager
Direct: Southern Area Manager
Indirect: Administration & Supply Chain Manager
Budget Responsibilities: N/A
Role Dimensions: Coordination with Area Office Program staff and Hanoi-based Supply Chain and Procurement staff
*KEY AREAS OF ACCOUNTABILITY:
• Support Area Manager to establish and maintain relations with local authorities related administrative legal affairs of office operation and personnel in Ho Chi Minh
• Provide daily implementation of all logistics and procurement activities in Ho Chi Minh such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other Ho Chi Minh related activities.
• Ensure bidding procedures are fully compliant with SCI’s policies and procedures and goods and services are purchased to meet identified project needs in quality and time;
• Review and update the preferred list of suppliers and ensure that the list is updated and maximize cost efficiency;
• Ensure regular inventory physical check for all asset in Ho Chi Minh Office and together with Area Manager to ensure all asset are proper manage arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office’s assets and cars, ect.
• Arrange and schedule meetings with government officials, as needed
• Maintain the files and filing system in the Ho Chi Minh Office.
• Maintain hard copies of all legal documents including office licence, property registration and insurance, vehicles policies and insurance; keep record of all accidents and report them to the insurance company; answer queries regarding related policy and insurance package.
• Type letter, memo, faxes and other typing materials as per Area Manager’s instruction.
• Support Administration and Supply Chain Manager in updating and maintaining staff’s emergency files.
• Coordinate induction of new staff in Ho Chi Minh Office and ensure that they are properly registered with appropriate Vietnamese government institutions.
• Support Area Manager to arrange the annual medical check for Ho Chi Minh Office.
• Act as focal person and under supervision of Area Manager to contact with POSCO in Ho Chi Minh for social insurance related issue in Ho Chi Minh Office.
• Provide technical support and help buiding capacity of the relevant staff and partners through training, coaching, regular visits and remote support.
• Supervises the duties of Project Support Assistant and cleaner; arrange their replacement and back up plan
• Ensure that reports submitted by subordinate staff are communicated to Area Manager and Administration and Supply Chain Manager immediately.
• Make sure that the maintenance and repair of office assets is done in proper and timely manner
• Ensure Ho Chi Minh offices petty cash are properly manage and monitor as per SCI policies.
• Implementaion of Safety and Security plan in Ho Chi Minh City
• Work with Office Aid to ensure basic stock of office supplies is available at all times, including stationary items and pantry stuff. Ensure proper storage and security of all items, and track usage of all such supplies.
• Provide back up support to other team members in their absence when required
* Working contacts
Internal: All staff in Hanoi and Ho Chi Minh office
External: Visitors, suppliers of services

CHILD SAFEGUARDING: (select only one)
Level 1: The post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
ROLE PURPOSE:
This position will support Human Resources division and Supply Chain division in implementing administrative and personnel duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Administration and Supply Chain Manager
Budget Responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY :
- Update the supplier database, pre-qualified supplier list and suspended suppliers
- Support supplier inspection and site visits
- Arrange procurement filing system and keep tracks of procurement files
- Ensure the sufficient procurement filing according to checklist
- Be in charge of photocopy, scan of contracts, documents
- Implement procedures to extend contracts or discontinue existing agreements
- Develop KPI monthly reports to submit the Supply Chain Manager for review
- Facilitate procurement workshops, induction and training
- Support to lead tender opening and meetings of Procurement Committees
- Support sourcing procedures and communications with suppliers
- Provide the internally support sevices to Support Services team members in doing logistics and arrangements for travelling (transportation, hotel booking, etc.)
- Manage and update staff personal vehicles for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
- Take Support Services team meeting minutes
- Manage and supervise offices cleaners duties tasks and declare/submit online their monthly timesheet (Proxy User)
- Other Supply Chain tasks assigned by Line Managers
Working contacts:
- Internal: All staff including Programs members and Support Services team members in Hanoi Country office and other provincial offices
- External: Consultants, candidates, partners (Social Insurance agency, Taxation agency, Desepco, VUFO, recruitment business, etc.) and local competent authorites
BEHAVIOURS (Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks.
Integrity:
- Honest, encourages openness and transparency; demonstrates highest levels of integrity

CHILD SAFEGUARDING: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.
ROLE PURPOSE: Southern Area Manager is a member of SMT. S/he shares leadership, management and the overall responsibility for the direction, management and coordination of Southern Area Office within the country program, and contributes to direction and coordination of the Country Office. The post holder will be primarily accountable for the direction and management of the Southern Area Office operations (identification of new opportunities, program operations, office administration and support services functions) to ensure effective and efficient systems and procedures for harmonization, integration and alignment of quality program delivery across all concerned projects. When requested, Southern Area Manager will liaise and maintain relationships with respective donor representatives. These tasks will be done in close collaboration with senior management team, technical and functional leads, as well as respective managers of multi-location projects.
The Southern Area Manager is responsible for partnership development with local governments and other organisations and institutions, ensuring a strong partnership in order to support a smooth operation of the program and functioning of Ho Chi Minh City Office.
The South Area Manager is responsible for building a strong teamwork, collaboration, coordination and holding high accountability to deliver effective and efficient program implementation in compliance with SCI policies, donor requirements and laws and regulations in Vietnam.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Director of Program Implementation (DPI)
Dimensions: Coordinates all concerned staff within the Southern Area Office, leads of thematic areas, program development, quality and advocacy team, awards team, finance and support services, and other relevant staff, and partners.
Staff directly reporting to this post: 6-8 staff based in Southern Area Office, including project manager, senior project officer, project officer, finance officer, project support officer, project assistant and other positions as required.
Budget Responsibilities: Overall budget holder for Southern Area Office
KEY AREAS OF ACCOUNTABILITY:
As a member of the Senior Management Team (SMT), contribute to:
- Contribute to the overall leadership of the Viet Nam Country Office
- Support the development of an organisational culture that reflects our full spectrum values, promotes accountability, compliance and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for children and excellent customer service for our members and donors
- Support the design and implementation of a coherent organizational structure that is consistent with agency practices, country office operating model and appropriate to programme needs
- Maintain a strong and effective working relationship across all departments to enable Save the Children in Vietnam to meet its objectives and priorities
- Support SMT in decision making and strategic direction in relation to funding and portfolio development, pipeline management, go/no go decisions.
- Engage in developing country strategy, program strategy, operational strategy and annual plan and report, including ensuring accurate budget phasing for program costs
- Ensure Southern Area Office complies with all relevant Save the Children Country Office Standards and program operations policies and procedures
Programme Planning, Implementation and Operations:
- Oversee assigned program budget and operations, with line management of program leads and field operations staff in Southern Area Office.
- Accountable for the delivery of quality programs and projects across the Southern Area portfolio, in accordance with work plan, budget and quality benchmarks
- Provide oversight to project managers and program staff in Southern Area office in project-level planning and budgeting, ensuring the quality and feasibility of detailed implementation plans and monitor implementation of the plans.
- Overall accountability for compliance with donor and organizational requirements throughout the award cycle
- Accountable for all aspects of program implementation in Southern Area, including administrative and financial requirements. Serve as primary budget holder for some of the projects as per Scheme of Delegation.
- Responsible for quality and cost effectiveness of operations and management in Southern Area office: structure, adequate staffing and resourcing, ways of working.
- Ensure that SC Key Performance Indicator targets are met and continuously improved in Southern area office
- Accountable for program delivery in ways responsive to local government, local NGO partners, communities, and children in line with Save the Children principles, values and strategic plan and following Save the Children compliance procedures.
- Work with DPI, Awards, Finance, PDQA, Program Managers and the Southern Area Office team for on-going investment in capacity building, or knowledge partnerships to advocate for scale up of innovative solutions for children.
- Ensuring that program teams prepare timely and high quality progress reports, program reports, and donor reports.
- In close collaboration with Director of Program Implementation and Director of Finance and Support Services, ensure effective and efficient logistics and supply chain platform for delivery of programs. Ensure timeliness and accuracy of procurement plans, as well as functioning supply chain management for the Southern Area Office needs
- Ensure office administration and management in an effective and cost-efficient way (including the Southern Area Office facilities and warehouse), and ensuring that all the administrative costs are budgeted for and covered.
-
Program Development, Quality and Advocacy
- Lead the Southern Area team in ensuring that quality assurance systems are implemented (including accountability, knowledge management, quality benchmarks etc), and program delivery adheres to protocols and standards.
- Support Department of Program Development, Quality and Advocacy and Award Management in conceptualizing and designing cost effective, innovative and high quality programs, ensuring adequate engagement of the southern area team.
- In close collaboration with DPI, guide key decisions during program design, especially regarding geographic targeting, partner selection, implementation mechanisms (including SC and partner staffing structures), program integration and risk management;
- Work with the Award Management team, Finance team and Supply Chain team to ensure adequate budget for activities, operational costs, and technical quality, supporting budget revisions as needed throughout the award management cycle.
- Ensure Southern Area team fully implements the Monitoring Evaluation Accountability and Learning system, including use of Quality Benchmarks, accountability mechanisms and documentation and use of program learning.
- Support the program team to apply the child safe programming approach
- In close coordination with Director of Program Development, Quality and Advocacy, ensure that the field level advocacy and campaigning activities in southern area are implemented in a timely and quality manner, and in alignment with the national advocacy and campaigning objectives.
- Monitor all related projects to make sure that deliverables/ reports are submitted on time to all relevant stakeholders.
- Contribute actively to the Country Annual Planning, Country Strategic Planning, and Emergency Preparedness Planning, as representative of the Area Office, providing clear assessment and priorities for delivery of Theory of Change in geographies covered by the central office.
- Contribute actively to the preparation of Country Annual Report
- Explore appropriate opportunities to use technology and where possible implement pilot projects that will increase effectiveness of the program to impact at scale for children.
- With approval from the Country Director and working with Communication Team respond to the local Media.
Financial Management:
- Oversee the agreed funding for projects under the Southern Area Office to ensure accurate planning, expenditure and availability of funds for spending commitments according to SCI policies and donor requirements.
- Hold individual budget holders accountable to accurately and efficiently manage their individual projects and grants.
- Review the budget phasing and forecast for both SC managed budget and sub-grants prepared by individual budget holders/ program staff /implementing partners before submitting to Director of Program Implementation.
- Ensure that the overall management of sub-grant - including preparing the sub-grant to partners based on the agreed activities, releasing the sub-grant, monitoring the sub-grant and reviewing sub-grant finance report – takes place as expected.
- Participate in the monthly budget variance meeting to monitor monthly financial balance for each project under the Southern Area Office and ensure follow up actions.
- Lead to identify and mitigate the concerning risks including financial, related to delivering the field program. Develop mitigation plans before the start of the implementation stage.
- Work with FSS and other teams to develop and improve effective financial management systems at the Southern Area Office to regularly review for effective internal control and adequate risk mitigation, management and control.
Risk Management
- Identify, prevent and mitigate risks stemming from project design, implementation and field operations with a particular attention to child-safeguarding, safety and security, fraud and diversion of resources, harassment and bullying.
- In close collaboration with Senior management team, improve and strengthen the internal control environment of southern area office, projects and partners
- Ensure the Country Office Risk Management System is consistently applied in southern area office and projects.
Partnership Development and Management
- Implement the partnership strategy and guidelines, and support partner selection in southern area.
- Ensure appropriate partnership modalities in southern area, the relevance and cost effectiveness of partnership approaches and alignment of practices with the values outlined in SC partnership framework, and with donor and Save the Children requirements
- Ensure that partnerships have well-defined expectations and roles and responsibilities; clear implementation plans, monitoring frameworks and practices; and that challenges are proactively and constructively resolved with professionalism
Team management, capacity building, coaching and mentoring:
- Establish and maintain a culture of teamwork, participation, and accountability for excellence, within and across departments.
- Maintain appropriate management systems and practices, including regular team and individual meetings, mechanisms for cross department coordination and collaboration, and norms and practices that are results driven.
- Build the capacity of, mentor and coach SC southern area team and individual staff, ensuring succession planning, leadership development, talent management and a clear career pathway for key staff.
- Manage the performance of all staff in the Southern Area through effective use of the Develop to Perform System including establishing clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations (taking into account dotted reporting lines to functional leads).
- Documentation of performance that is at standard and above and less than satisfactory, with appropriate performance improvements/ work plans
Humanitarian Preparedness and Response
- Ensure that the Southern Area team is familiar with, adhere to and implement the emergency procedures and processes detailed in the Emergency Preparedness Plans.
- Be a focal person for managing all emergency preparedness and response operations in all provinces under the Southern Area Office in close coordination with DRR Manager, and under leadership of Director of Program Implementation;
- Step up to coordinate rapid assessment, propose responses and coordinate the responses in close collaboration with the local government and NGOs in the area
- Involve in the development of Emergency Preparedness Plan and Response including building capacity of program staff and partners deploy on time within (48-72 hours).
Internal control and Office Management
- Build capacity of all the Southern Area Office staff to understand SCI policies and procedures, quality framework standards and donor’s requirements, and ensure full implementation.
- Ensure the Southern Area Office programming and administration in line with the Government policies and frameworks.
- Oversee the overall maintenance of the office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized.
- Coordinate with IT team for efficient, cost effective Information Technology Systems are in place to support the area operation in compliance with Save the Children SOP and quality framework standards.
External Representation and Networking
- In coordination with the Country Director and other SMT members, undertake external representation, networking and coordination with other international and national organisations, donors, national and local authorities and other stakeholders
- Maintain active engagement and professional relationship with the Government of Vietnam in the southern area, institutions, agencies and partners, proactively resolving issues related to programs and management.
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience, including adjustment on job description.

CHILD SAFEGUARDING: Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Senior Project Officer (SPO) works under the guidance and supervision of the Project Manager and in close coordination with partners to ensure effective, efficient and cost-sensitive operations of the IKEA-funded Child Protection Project in the assigned geographical locations.
The SPO will assist to ensure that Save the Children Vietnam activities are consistent with Save the Children International (SCI) and Members’ programming principles and approaches, draw on good practices and lessons learned, enable children to attain their rights and are compliant with donor regulations.
In the event of a major humanitarian emergency, the post holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Project Manager
Staff reporting to this post: Project Officer/Project Assistant
Budget Responsibilities: : None
Role Dimensions: The role will communicate and build and maintain good working relationships with a number of internal and external stakeholders. The post holder is required to closely collaborate with other Child Poverty thematic staff in his/her work.
KEY AREAS OF ACCOUNTABILITY :
Project Management
• In coordination with Project Manager, project staff and implementing partners, facilitate the preparation of annual work plan and budget for the project for approval.
• Oversee field implementation to ensure quality and timely delivery of project activities,
• Provide support for sub-grants management of the partners in project locations as required to ensure effective program implementation.
• Liaise and manage relationships with key project partners including local partners.
• Develop and review project work-plan including that of partner organizations.
• Liaise with other Area Office/Field Offices as required to ensure effective coordination of project implementation.
• Regularly review the annual work plan and budget and propose necessary adjustments if needed, according to the progress in the implementation of the project.
• Identify any emerging issues affecting project implementation and determine solutions in consultations with the Project Manager.
• Provide direct technical support to project staff and implementing partners in the implementation of planned project activities and facilitate the delivery of technical assistance from SC member TA during project implementation.
• In coordination with Project Manager, monitor the project reporting requirements and facilitate the preparation of project report.
Program Development and Innovation
• Keep updated of recent development in the youth employment sector in Vietnam and provide input concerning SCs positioning .
• Provide technical input on youth employment theme during proposal development and if needed to other projects with youth employment component.
• Assist Project Manager in pursuing innovation in child protection programming, with particular focus to the application of ITC in skills training and access to job information.
Staff Management
• Provide direct supervision to Project Officers and/or Assistants to ensure the project team works productively in field implementation..
• Work together with line managed staff to identify clear performance objectives and capacity building plan. Support and motivate staff to achieve their performance objectives and with support from HR team undertake the periodic performance review.
• When needed, provide direct coaching or mentoring to project staff in the implementation of project activities and facilitate their technical capacity building.
Advocacy and Communications
• Collaborate with other thematic leads to ensure that thematic advocacy objectives are included into youth employment program work as appropriate.
• Collaborate with Communications team in production of communication materials related to youth employment and the Every Last Child Campaign.
• Support national level project activities, including advocacy and coordination;
Financial Management
• With support from Finance team, worh with Project Manager to prepare budget phasing and monthly forecast according to approved annual budget for both SC managed budget and sub-grants in coordination with Project Manager, program staff and implementing partners;
• With support from Finance team, provide overall management of sub-grant - including preparing the sub-grant to partners based on the agreed activities, releasing the sub-grant, monitoring the sub-grant and reviewing sub-grant finance report.
• Work closely with Project Manager and the designated Finance staff in monitoring the project budget. On the regular basis review the project expenses, ensure all expenses are put in appropriate budget code and analyse any underspent or overspent. Determine any issues related to project budget and determine solutions in coordination with FSSD, DPI, Project Manager and Area Manager.
• Ensure that SCI finance and procurement policies and procedures are strictly followed by project staff and implementing partners.
• Facilitate the delivery of direct finance and procurement management support to implementing partners by the finance and procurement team by integrating finance and procurement orientation during kick-off meeting with partners, organizing a regular finance visit and if needed organizing a finance and procurement training to partners during project implementation.
Representation, Partnership and Networking
• Establish and maintain strong relationship with local implementing partners such as government agencies and CSOs for successful project implementation and ensure that government laws, policies and procedures are complied during project implementation (e.g. MoU, project approval from local authority).
• Build strong partnership with corporate sector to strengthen their participation in youth employment programming. In particupar their input into job market assessment, their participation in internship and job placement and input in resolving issues affecting juvenile workers.
• Maintain effective links with local partners at all levels to facilitate implementation, sustainability and scalability of the project.
• Maintain effective collaborations with other partners and organizations and related projects in the same provinces for better integration and coordination.
• Regularly coordinate and collaborate with other sector/thematic teams to strengthen programmatic synergies and impact.
Monitoring, evaluation, accountability and learning (MEAL)
• Lead project-level MEAL, including regular monitoring visits to partners to ensure project activities are implemented as per work-plan;
• Support development of case studies and other project materials;
• Compile reports from partners, Project Officers and/or Assistants for submission to Project Manager and support to produce regular internal and donor reports;
• Ensure quality in the delivery of project activities and ensure MEAL system for the project is in place and adopted.
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience, including adjustment on job description.
BEHAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values;
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same;
• widely shares their personal vision for Save the Children, engages and motivates others;
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters;
• values diversity, sees it as a source of competitive strength;
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions;
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity.

** CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
** ROLE PURPOSE:
The Project Officer (PO) of Child Poverty/Youth Employment projects works under the guidance and supervision of the Project Manager in close coordination with partners to ensure effective, efficient and cost-sensitive operations of the Child Poverty/Youth Employment Projects in the assigned geographical locations.
The PO will assist to ensure that Save the Children Vietnam activities are consistent with Save the Children International (SCI) and Members’ programming principles and approaches, draw on good practices and lessons learned, enable children to attain their rights and are compliant with donor regulations.
In the event of a major humanitarian emergency, the post holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
** SCOPE OF ROLE:
Reports to: Project Manager.
Staff reporting to this post: Project Assistant.
Budget Responsibilities: None.
Role Dimensions: The role will communicate and build and maintain good working relationships with a number of internal and external stakeholders. The post holder is required to closely collaborate with other Child Poverty thematic staff in his/her work.
** KEY AREAS OF ACCOUNTABILITY:
+ Project Management
• Closely working with team in building positive and productive partnership with the implementing partners, vocational training schools and several factories to ensure its continuity and improvements throughout the project;
• Together with the Project Manager to work with the partners and stakeholders to design the detail project implementation plan following the approved project proposal; development of technical tools with adequate consultation and participation of staff and other key stakeholders at all stages of project implementation;
• Be responsible for assigned project component (Skills building for youths, Job linkages and support for self-employment of youths);
• Be responsible for regular finance monitoring and annual budget revising of respective partners. To ensure financial and administrative requirements of project are completed in a timely manner;
• Work with Project Manager to be responsible for regular performance review meetings to assess progress; agree on; and communicate any changes in strategy with the key project stakeholders;
• Work with Project Manager to develop a system for capturing, documenting and disseminating project experiences, achievements, lesson learnt and best practice to stakeholders while maintaining project records for accountability purposes;
• Collect data and preparing and submitting quality and timely project reports to Project Manager for report consolidation as per donor’s requirements and the project monitoring & evaluation plan;
• Support the pilot implementation of Beca XR app; E-learning component of the projects;
• Serve as key focal point person in communicating with third party companies on the pilot implementation of Beca XR app, and E-learning component of the projects;
• Provide support and assistance to the direct Supervisor as required.
+ Financial management
• Monitor partners’ budgets, burn rate and advise Project Manager of any anticipated problems;
• Support Project Manager to develop and monitor project budget, cash forecast and budget phasing as required;
• Comply with SCI and donor’s requirements on expenditures; and provide support to partners on compliance.
• Support partners in budget management to ensure efficient utilization and timely accountability of funds and other resources allocated in accordance with grant conditions.
• Ensure financial and administrative requirements of project are completed in a timely manner.
+ Monitoring and evaluation
• Development of case studies and other project materials;
• Compile reports from partners, Project Officers and/or Assistants for submission to the Project Manager and support to produce regular internal and donor reports.
• Collect data of all events of training, job fair, youth clubs, entrepreneurship grant, etc.
• Collaborate with MEAL officer in activities related to MEAL aspects.
+ Staff Management
• Provide direct supervision to Project Assistant to ensure the project team works productively in field implementation.
• Work together with line managed staff to identify clear performance objectives and capacity building plan. Support and motivate staff to achieve their performance objectives and with support from HR team undertake the periodic performance review.
• When needed, provide direct coaching or mentoring to project staff in the implementation of project activities and facilitate their technical capacity building.
+ Advocacy and Communications
• Together with Project Manager collaborate with other thematic leads to ensure that thematic advocacy objectives are included into youth employment program work as appropriate.
• Collaborate with Communications team in production of communication materials related to youth employment and the Every Last Child Campaign.
• Support national level project activities, including advocacy and coordination;
+ Contribution to Child Poverty/Livelihood programme development
• Actively participate in, and provide inputs to, developing new concept notes/proposals and program strategies;
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience, including adjustment on job description.

TEAM/PROGRAMME: Support Services LOCATION: Ha Noi
GRADE: TBC CONTRACT LENGTH:
1 year with possibility of extension
CHILD SAFEGUARDING: 1
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
ROLE PURPOSE:
The position will be responsible to implement all procurement activities for the projects in the Northern office and ensure that goods are purchased to meet identified project needs in quality and time; be in charge of assets/inventory management, warehouse management including TIM.
She or he will support Administration and Supply Chain Manager in development of relevant reports and other procurement and administration duties to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Administration and Supply Chain Manager
Direct:
Budget Responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY :
• Provide day to day procurement for all projects in Northern office and ensure goods are purchased to meet identified project needs in quality and time
• Maintains service contracts related to procurement for projects in Northern office including car rental, hotel booking, air fares, insurance for project eqipments and supplies etc
• Conducts procurement services to programs: handle service contracts including contract with a firm on specific kind of work, printing service, purchasing goods, services and equipment
• Assists in obtaining all authorizations and documents required for duty free importation of project equipment including GIK and emergency items, project supplies, ect
• Review the preferred list of suppliers on regular basis and recommends the best suppliers to be included in the list
• Conducts all required procurements in accordance with SC procurement guidelines and donor’s rules and regulations
• Prepare quarterly budget projection of procurement of monitor the expense versus the allocated budget
• Maintains and ensures procurement trackers are uptodate and realistic.
• Assists Administration and Supply Chain Manager in preparing monthly cash forecast and update data for country annual budgeting.
• Coordinates with field staff for purchase and transport/shipment of goods requested
• Act as focal person to prepare, negotiate, renew/end the contracts for project equipments, supplies, printing and other procurement related to projects in the Northern office
• Updates and makes sure all procurement documents are in compliance with SCiV and donor’s rules and regulations
• Maintains an effective warehouse management system and TIM with proper inventory codes and conduct physical asset count when required.
• Ensure all stock items in warehousre are properly manage arcording to SCI procedures including regurlar reconciliation between TIM and Agresso.
• Ensures timely and proper domestic travel arrangements are made for staff and visitors in Northern Office.
• Creates and maintains a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling
• To be flexible and available for missions to the field for special support or supervision on given procurement and logistics issues
• Provide back up to other staff in the team when required
Working contacts
Internal: All staff in Hanoi and field offices
External: Visitors, consultants and suppliers of services

TEAM/PROGRAMME: Finance LOCATION: Ha Noi
GRADE: TBC CONTRACT LENGTH:
1 year with possibility of extension
CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
ROLE PURPOSE:
In collaboration with and under the supervision of the Finance Manager/Director of Finance and Support Service, to ensure that the financial policies and procedures, control and system are followed/ implemented properly in accordance with Save the Children, donor regulations and government laws. Support managerment to sure that effective financial control and mechanisms are in place and work well to safe guard the financial assets as well as reputation/ profile of SCiV. In consultation with Finance Manager to ensure all sub-grants are well manage and build capacity for SC staff and partners on all matters related to financial management particular in control and compliance.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Finance Manager
Staff reporting to this post: Finance Officers, Finance Assistant, Finance Intern
Budget Responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY :
Key accountabilities
The following are the main accountabilities:
Financial Accounting
- Verify all programme and office advance/Payment expenses, ensuring they are processed on time and in line with SCI and donor financial requirements;
- Ensure payment requests which are paid on behalf of other SCI offices to be processed on time;
- Ensure transactions in the system posted by other SCI offices are accounted correctly to SCI Vietnam expenses;
- Strictly follow up SCI financial calendar, ensuring that all needed expenses in the period are posted to FMS before soft close, leaving the time between soft and hard close only for reviewing, checking and doing necessarily required reallocations;
- Notify awards’ ending date to relevant staff members well before hand so as to ensure payment/expenses of those awards to be submitted to finance team in due time.
- Ensure expenses of awards closed in the period to be posted in due time.
- Ensure cash book to be updated and bank reconciliation to be done in due time before the month end date and petty cash is counted and reconciled;
- Ensure the review of transactions in Shared SOF to be done before hard close
- Ensure advance, receivables payables to be clear in due time in line with SCI procedures.
- Ensure all balance sheet accounts are reconciled well before the hard close
- Conduct periodical finance visit to partners in due time and ensure compliance is well followed by partners;
- Verify partners’ financial reports and partners’ advance as per Schem of Delegation.
Cash Forecast/Banking and Cash Management
- Help FM to prepare cash request which is to be sent to ARO in due time on monthly basis;
- Help FM to ensure CO cash balance being within the allowed limit on montly basis;
- Help FM to secure urgent cash request from ARO in due time
External and Internal Audit
- Develop audit ToR and be involved in audit selection process in case of external audit;
- Participate in pre-meeting and exit meeting with Auditors;
- Facilitate the audit conducted at the SC Office and partners office (if required);
- Draft responses to auditors’ findings;
- Implement and follow up the implementation of auditors’ recommendations.
Capacity Building
- Provide finance inductionn training to new SC staff;
- Support FM in the update of the induction training package when needed;
- Support FM in the update of partners training package when needed
- Back up team members to provide refresh training to partners when necessary.
- Coordinate and develop plan for finance training to partners enabling them to follow well SCI and donor rules and regulations;
Reporting
- Support FM in preparing MFR, MCC on monthly basic
- Support FM in preparing Year End Return
Other Compliance Tasks:
- Verify and approve supplier ID and sub-grant IDs to be posted to the Agresso
- Ensure PITand Social Insurance is declared and paid in due time in line with Governmant regulations
- Ensure the reconciliation between TIM and Agresso is done correctly and in due time and the issues if any is brought to the attention of FM in due time.
- Work closely with the Admin and Logistic Coordinator to ensure that procurement policies and procedures are followed
- Approve timesheets for supervisees on monthlly basis in due time.
- Immediately inform the Finance Manager and Finance and Support Service Director if any irregularities are detected in financial operations
- Maintain a comprehensive filing system of finance records for easy access when necessary;
- Coordinate and ensure partner assessement are conducted and before signing the sub-grant with partners.
- Take part in the process of updating partner’s guidelines when needed
Working contacts
- Internal: Finance Manager, Finance and Support Services Director, SMT, Programme and Finance Staff
- External: Government Agencies, INGOs, donors, suppliers of goods and services

CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Project Officer (PO) of Bulgari project is a member of Education Programs and is primarily responsible for the implementation of educational quality improving for deprived children in Dong Nai province.
The PO will assist to ensure that Save the Children Vietnam activities are consistent with SCI and Members’ programming principles and approaches, draw on good practices and lessons learned, enable children to attain their rights and are compliant with donor regulations.
SCOPE OF ROLE:
Reports to: Southern Area Manager
Staff reporting to this post: None.
Budget Responsibilities: None
Role Dimensions: The post holder will be designated as budget holder with main responsibility to management the project budget. The post holder will also serve as the main point of contact by our local implementing partners.
EY AREAS OF ACCOUNTABILITY:
Program Planning and Implementation
• Participate in Country Annual Planning and gather necessary information
• Develop Project Detailed Implementation Plan and provide support for partners in developing their respective Detailed Implementation Plan
• Revise the Detailed Implementation Plan as necessary during the project implementation
• Provide support and supervision to relevant partners to ensure quality, participatory, effective, efficient and cost-sensitive planning, implementation, monitoring/reviewing, reporting and evaluation processes of the project activities in the project areas, with and by partners
• Provide technical support to teachers and parents to apply the ELM approach in project schools.
• Field test and make recommendations on the quality of SC project materials including training manuals, documentation, and other project materials
• Maintain database, records for case studies, photos, and other data for project planning and documentation
• Provide inputs for communication materials development
• Work closely with the project team and relevant local partners to create and pilot innovative and effective models or approaches that can extensively replicated at provincial, regional, and national scope
• Support local partners to conduct advocacy effort promote the use of Emergent Literacy and Math Skills (ELM) in Early Childhood Development Program program at different levels.
• Coordinate all logistical issues for visits, project activities and other related things
• Contribute to the ECD program development effort by collecting data, information and providing inputs to proposal development.
Finance Management and Budget control
• Main responsible for sub-grants management of Dong Nai DOET. Monitor partners’ budget, burn rate, and advise Southern Area Manager and Education Program Manager of any anticipated problems.
• Comply SCI and donor requirements on expenditures and provide support to partners on compliance
• Prepare monthly cash projection, advance requests and expense claim
Monitoring, evaluation, reporting and capacity building
• Assist in developing needs assessment tools, designing training modules, and conducting training as necessary
• Monitor project activities conducted by partners to ensure project activities implemented as per work-plan
• Collect and submit monthly reports that compile the numbers trained and numbers reached in each project sites, achievements, challenges and lessons learned.
• Participate in, support and prepare logistics for research, surveys and other monitoring and/or evaluation activities in all project sites as needed.
• Propose solutions to address assessed needs and adjust implementation approaches to attain or maintain the highest quality based on assessment and ongoing monitoring and evaluation.
• Provide input into reports as requested by the Project Manager in a timely manner.
• Interview teachers, ethnic minority parents and children to prepare stories and/or activity reports and photos to show progress, lessons and challenges on a quarterly basis.
• Build local partner capacity by planning and coordinating the implementation of project activities, identifying training needs, developing training plans and providing training to develop needed capacity
Representational/Coordination/Networking
• Meet with local partners, Core teachers/facilitators a regular basis, record minutes, cooperate and collaborate on program design and implementation.
• Maintain collegial working relationships with all stakeholders through collaboration and cooperation
• Ensure effective communication in order that all partners are well informed on program objectives and activities
• Represent the project in workshops and meetings as requested by Southern Area Manager and Education Program Manager
• Actively collaborate with sectoral colleagues in SCI Vietnam to promote shared directions, exchange best practices, and provide assistance.
Staff management
• Provide direct supervision to Project Assistant to ensure the project team works productively in field implementation.
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience, including adjustment on job description.
BEHAVIOURS (Values in Practice)
Accountability:
• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the
Children values.
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
• values diversity, sees it as a source of competitive strength.
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.

CONTRACT LENGTH: 1 year (with renewal every year)
SCOPE OF ROLE:
Reports to: Director of PDQA
Dotted line report to (Technical): Sponsorship Program Manager and Education Program Manager
Role Dimensions: Coordination with Education Program Manager and Sponsorship Program Manager, SCUS and TAs and DPDQA
CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people frequently (e.g. once a week or more) because they work country programs
ROLE PURPOSE:
To provide overall leadership in development, management and technical support of the education program, including representation in education sector events and providing support to SMT in management decision making.
KEY AREAS OF ACCOUNTABILITY:
Program Development
• Aware of the recent development in the education sector in Vietnam and SC global priorities in education, take lead in Sponsorship core programs and education related common approaches.
• Support in developing Sponsorship 3 year plan (3YP) in line with Sponsorship Global strategy and SC Vietnam strategic direction in education sector,
• Provide technical assistance for National Advocacy effort to endorse the Common Approaches in education sector at different levels. Provide inputs for new education proposals development
• Provide input for new education proposal development
• Explore and maintain relationships with GSO Technical Working Group, SC members with interest in education and work closely with Sponsorship team and other related stakeholders in SCI Vietnam program development,
• Actively engage in fundraising to expand Sponsorship program portfolio in Vietnam in coordination with DPDQA and GSO TAs,
• Ensure that recommendations from beneficiaries, government partners, and donors are considered in Sponsorship program development,
• Work closely with MEAL staff and GSO research team to capture education project impact and lessons, ensure these are integrated in education program development
Project Quality Management and Technical Support
• Take lead in preparation of the Sponsorship Annual Plan, Sponsorship Annual Report and other reports with high quality and in time when needed. Regularly review the annual work plan and budget and propose necessary adjustments.
• Provide direct technical support to Sponsorship staff and implementing partners in the implementation of planned project activities and facilitate the delivery or/and co-delivery of technical related issues with TAs during project implementation,
• Provide technical support for the component under MOET to review and appraise the Literacy Boost package, together with the Education team.
Staff Management
• Line manage technical program staff, making sure that each staff member has clear understanding of their roles and responsibilities and there is synergy among members of the team.
• Work together with line managed staff to identify clear performance objectives and capacity building plan.
• Leading in provide direct coaching or mentoring to Sponsorship staff in the implementation of project activities and facilitate their technical capacity building.
Representation, Partnership and Networking
• Represent SC Vietnam (in consultation with related staff such as Education Program Manager, Sponsorship Program Manager, Director of PDQA and approval from CD) in relevant education forum or theme groups both locally, internationally and within SCI.
• Support in establishing and maintaining network with local partners, INGOS, CSOs and donors working on education theme to establish synergy and alliance for any advocacy initiatives
• Establish coordination and maintain strong relationships with national level MOET to ensure that SC Sponsorship program is in line with government priorities and fully supported by the government
Other tasks
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience, including adjustment on job description.
BEHAVIOURS (Values in Practice)
Accountability
• Holds self-accountable for making decisions, managing resources efficiently, achieving results together with children and role modelling SCI values.
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
• Creates a managerial environment in-country to lead, enable and maintain our culture of child safeguarding.
Ambition
• Sets ambitious and challenging goals for self and team, takes responsibility for own personal development and encourages team to do the same.
• Widely shares personal vision for Save the Children, engages and motivates others.
• Future oriented, thinks strategically and on a global scale.
Collaboration
• Builds and maintains effective relationships, with own team, colleagues, members, donors and partners.
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.
Creativity
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks
Integrity
• Honest, encourages openness and transparency
• Always acts in the best interests of children
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

TEAM/PROGRAMME: Finance
LOCATION: Ha Noi
GRADE: TBC
CONTRACT LENGTH: 1 year with possibility of extension
CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
ROLE PURPOSE:
In collaboration with and under the supervision Senior Finance Officer, to ensure that the financial policies and procedures, control and system are followed/ implemented properly in accordance with Save the Children, donor regulations and government laws as. Together with Budget Holders/Project Managers to support local partners in financial management to ensure sub-grants are implemented properly and responsible for timely and accurate submission of financial reporting to country office.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Senior Finance Officer
Budget Responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY :
Key accountabilities
The following are the main accountabilities:
Financial Accounting
- Check programme advance/Payment/ expenses for Northern and Central Office ensuring they are processed on time and in line with SCI and donor financial requirements;
- Post transactions into the Agresso (Accounting system);
- Process payment requests which are paid on behalf of other SCI offices on time;
- Revert to expenses all transactions in the system posted by other SCI offices;
- Review partners’ finance reports and partners advance in due time;
- Follow up with programme team and partners in order to ensure partners finance report to be sent in due time and next fund transfer can be done in line with the planned budgets;
- Clear advances, receivables and payables in due time in line with SCI procedures;
- Strictly follow up SCI financial calendar, ensure to process and post all needed expenses in the period to FMS before soft close, leaving the time between soft and hard close only for reviewing, doing necessarily required reallocations;
- Reconcile all balance sheet accounts before the hard close.
Cash Forecast/Banking and Cash Management
- Collect cash needed from budget holders (BH), ensure the cash need submitted by BH in due time.
- Together with Finance Assistant (Control & Compliance) to monitor bank and petty cash balance
External and internal audit
- Participate in pre-meeting and exit meeting with Auditors;
- Facilitate the audit conducted at the SC Office and partners office;
- Support Senior Finance Officer in drafting responses to auditors’ findings;
- Implement and follow up the implementation of auditors’ recommendations.
- Maintain and update partners’ finance visit schedule, making this schedule feasible and efficient;
- Conduct periodical finance visit to partners in order to ensure compliance is followed by partners;
Capacity Building
- Support Senior Finance Officer to provide finance inductionn training to new SC staff;
- Provide finance training to partner enabling them to follow well SCI and donor financial requirements;
Other Compliance Tasks
- Reconcile TIM and Agresso on monthly basis, bringing to the attention of FM and SFO whenever any indifferences occur.
- Take part in the process of partner selection and conduct partners’ survey afterward;
Working contacts
• Internal: Finance and Support Services Director, Finance Manager, Senior Finance Officer, Programme and Finance Staff
• External: Government Agencies, INGOs, donors, suppliers of goods and services
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

ROLE PURPOSE:
Under the suppervion of Area Manager, the position will responsible for all admin and logistic tasks of Ho Chi Minh Office and ensuring effective admin and logistic systems and processes are in place and functioning as per SCI and government requirement.
To provide professional advice to staff and visitors in Ho Chi Minh office on all admin and logistics related issues to ensure the quality implementation of project activities of programe. The position will work closely with Area Manager and other team members to strengthen capacity for partners in Admin and Logistics, especially procurement. He or she is also in charge of getting special approved requests from local authority, office registration, asset management and manage office petty cash.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Southern Area Manager
Direct: Southern Area Manager
Indirect: Administration & Supply Chain Manager
Budget Responsibilities: N/A
Role Dimensions: Coordination with Area Office Program staff and Hanoi-based Supply Chain and Procurement staff
KEY AREAS OF ACCOUNTABILITY:
• Support Area Manager to establish and maintain relations with local authorities related administrative legal affairs of office operation and personnel in Ho Chi Minh
• Provide daily implementation of all logistics and procurement activities in Ho Chi Minh such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other Ho Chi Minh related activities.
• Ensure bidding procedures are fully compliant with SCI’s policies and procedures and goods and services are purchased to meet identified project needs in quality and time;
• Review and update the preferred list of suppliers and ensure that the list is updated and maximize cost efficiency;
• Ensure regular inventory physical check for all asset in Ho Chi Minh Office and together with Area Manager to ensure all asset are proper manage arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office’s assets and cars, ect.
• Arrange and schedule meetings with government officials, as needed
• Maintain the files and filing system in the Ho Chi Minh Office.
• Maintain hard copies of all legal documents including office licence, property registration and insurance, vehicles policies and insurance; keep record of all accidents and report them to the insurance company; answer queries regarding related policy and insurance package.
• Type letter, memo, faxes and other typing materials as per Area Manager’s instruction.
• Support Administration and Supply Chain Manager in updating and maintaining staff’s emergency files.
• Coordinate induction of new staff in Ho Chi Minh Office and ensure that they are properly registered with appropriate Vietnamese government institutions.
• Support Area Manager to arrange the annual medical check for Ho Chi Minh Office.
• Act as focal person and under supervision of Area Manager to contact with POSCO in Ho Chi Minh for social insurance related issue in Ho Chi Minh Office.
• Provide technical support and help buiding capacity of the relevant staff and partners through training, coaching, regular visits and remote support.
• Supervises the duties of Project Support Assistant and cleaner; arrange their replacement and back up plan
• Ensure that reports submitted by subordinate staff are communicated to Area Manager and Administration and Supply Chain Manager immediately.
• Make sure that the maintenance and repair of office assets is done in proper and timely manner
• Ensure Ho Chi Minh offices petty cash are properly manage and monitor as per SCI policies.
• Implementaion of Safety and Security plan in Ho Chi Minh City
• Work with Office Aid to ensure basic stock of office supplies is available at all times, including stationary items and pantry stuff. Ensure proper storage and security of all items, and track usage of all such supplies.
• Provide back up support to other team members in their absence when required
Working contacts
- Internal: All staff in Hanoi and Ho Chi Minh office
- External: Visitors, suppliers of services

TEAM/PROGRAMME: Support Services
LOCATION: Hanoi
GRADE: C
CONTRACT LENGTH: 1 year with extension possibility
CHILD SAFEGUARDING:
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
ROLE PURPOSE:
This position will support Supply Chain division in implementing administrative and supply chains duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International in Vietnam.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Supply Chain Manager
Budget Responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY :
Administration support:
• Update the supplier database, pre-qualified supplier list and suspended suppliers
• Arrange procurement filing system and keep tracks of procurement files
• Ensure the sufficient procurement filing according to checklist
• Be in charge of photocopy, scan of contracts, documents
• Implement procedures to extend contracts or discontinue existing agreements
• Develop KPI monthly reports to submit the Supply Chain Manager for review
• Facilitate procurement workshops, induction and training
• Support to lead tender opening and meetings of Procurement Committees
• Support sourcing procedures and communications with suppliers
• Manage and update staff personal vehicles for monthly parking service and be in coordination with Finance focal point for the relating monthly balancing, reporting and payment.
• Other Supply Chain tasks assigned by Line Manager
Working contacts:
• Internal: All staff including Programs members and Support Services team members in Hanoi Country office and other provincial offices
• External: Suppliers, consultants, partners and local competent authorities
BEHAVIOURS (Values in Practice)
Accountability:
• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.
Creativity:
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.
Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity