POST DETAILS PACK POSITION: PROGRAMME SUPPORT OFFICER

Transcription

1 POST DETAILS PACK POSITION: PROGRAMME SUPPORT OFFICER 68 Han Thuyen Street, Hue City, Thua Thien Hue Province, Vietnam FULL-TIME: 20 hours/week until September 2011, then 40 hours/week after September Please note that the work hours will be flexible and the amount will vary from week to week. Start Date: 4 th of April 2011 Minimum Time Commitment: One year Salary: 1,500,000-2,000,000 VND at 20 hours/week 3,000,000-4,000,000 VND at 40 hours/week Application deadline: 18 th March 2011 Interviews will be take place between 28 th 31 st March Please note that this post is exempt from the Rehabilitation of Offenders Act 1974 and is subject to a Criminal Records Bureau disclosure check or equivalent check depending on nationality. The recruiting manager for this post is Mr Khanh Truong. If you have any job related questions please management@huehelp.org Page 1 of 6

2 Dear Applicant Thank you for your interest in this vacancy. Please find enclosed an application form, further information about the vacancy and what it s like working for Hue Help. Your application is important to us and we want to make our recruitment process as easy as possible. Please take a few minutes to read the following notes and, if there is any other assistance we can provide, please do not hesitate to contact us by ing management@huehelp.org Shortlisting for interview will be based solely on the information you provide on the application form. Please include evidence of how you meet each of the criteria set out in the person specification, providing examples where possible. If you are not currently in Hue city, interview will be by internet telephone (Skype) Should you need to use supplementary sheets when completing your application, please make sure that these are clearly marked with both your name and the post you are applying for. Please return your application by to management@huehelp.org All applicants shortlisted for interview will be contacted as soon as possible. If you are not invited to interview and would like feedback please contact the recruiting manager, Mr. Khanh Truong (khanh.truong@huehelp.org) We hope you find our recruitment process easy to follow and well administered. However, if you are not happy with our service or have other feedback please contact us at management@huehelp.org Please note that all applications must be made online. We will send invites to interview and other recruitment correspondence by . Page 2 of 6

3 HUE HELP CHILDREN S CHARITY Job Description Hue Help charity was set up with the collaboration between foreign students and Vietnamese NGO professionals. We have a number of programmes that help to alleviate poverty in Hue city and Thua Thien Hue province. Please visit for further information. If invited for interview, you will be expected to have some basic knowledge of Hue Help which can be obtained on the website. Job Title: Programme Support Officer Reports To: Representative in Vietnam Purpose of Job: To coordinate and manage the following Hue Help volunteer programmes in accordance with the policies and procedures outlined by the Trustees. To represent Hue Help and the Hue Help volunteer programme to visitors and sponsors within Vietnam. To support the Representative in Vietnam to fulfil all administrative procedures, including the production of accurate financial records. Principal Accountabilities: A) Administrative Duties This position will require you to fulfil the following administrative functions: - To produce accurate and timely accounts in accordance with the Hue Help accounting procedures; - To support the Representative in Vietnam in carrying out programme duties, including but not limited to answering s, making phone calls and attending meetings. - Translating official documents from English to Vietnamese, and from Vietnamese to English. - Assisting with the general management and operations of all programmes as required by the Representative in Vietnam. B) Volunteer Coordinator Duties Page 3 of 6

4 The position will require you to coordinate each individual or group within each of the above programmes through the four following processes. 1. The Placement Preparation Process 2. The Induction Process 3. Support Throughout Placement 4. The Leaving Process 1. The Placement Preparation Process To prepare the placement before the arrival of the volunteer. - To receive information regarding accepted applicants. - To contact the accepted applicant regarding accommodation. - To contact placement sites to see exactly where and when there is work. - To arrange bus/train station/airport pick-up. 2. The Induction Process To welcome and induct the volunteers using the methods set by Hue Help. - To induct volunteers using the appropriate Hue Help materials - To run Vietnamese cultural orientation using Hue Help materials - To take the volunteer shopping to buy essential items - To take the volunteer to the placement sites and arrange a timetable reflecting the volunteers desires - To interview and select Vietnamese volunteers that can assist the Western volunteer (if necessary) 3. Support Throughout Placement - To help the volunteer with anything that they might need whether it be work-related or not. - To keep constant contact with the volunteer to check that he/she is happy with everything. - To arrange more/different Vietnamese volunteers if they are needed. - To be contactable 24/7 in case of emergency Page 4 of 6

5 4. The Leaving Process To close the placement position using the appropriate Hue Help materials. - To conduct an exit interview. - To send out the feedback form as soon as the volunteer has left Vietnam. - To be involved in processing the feedback and implementing improvements agreed on by the board. Other Responsibilities include: - To maintain and develop the relationships with our partners to whom we send our volunteers and to seek more partners in need of volunteers to expand the programme. - To update Hue Help staff and trustees with information about the programme and to be involved with writing the newsletter and blogs and updating the website when necessary. - To keep up to date with the situation of foreigners working in Vietnam with regard to entry requirements, visas and work permits. - To have a deep knowledge and understanding of the Hue Help programmes and to be a source of information about Hue Help when necessary. - To maintain appropriate and professional relationships with staff, our partners and the volunteers. - To organise social activities with the Hue Help volunteers and staff. - To represent Hue Help in and out of work situations. The list of duties in the job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required. Your duties will be as set out in the above job description but please note that Hue Help reserves the right to update your job description, from time to time, to reflect changes in, or to, your job. You will be consulted about any proposed changes. Page 5 of 6

6 HUE HELP CHILDREN S CHARITY Person Specification Job Title: Directorate: Programme Support Officer Hue Help Essential Criteria: A Bachelor s degree or equivalent qualification. To be able to demonstrate a commitment to upholding the Hue Help Child Protection Policy, Staff Guidelines and Regulations Experience in managing or coordinating people and/or teams. Experience in English teaching or classroom assistance is preferable. Experience with international organisations and working with people of different nationalities (voluntary or professional). Experience in developmental activities and or development programme management is preferable. An excellent command of spoken and written Vietnamese and English. The ability to form professional relationships with people of different ages, gender and nationalities. The ability to work independently and in teams. The ability to work under pressure and a willingness to take on significant responsibility. A Vietnamese motorbike drivers license and to be comfortable riding a motorbike with passenger. Page 6 of 6