[Lào Cai] Support Services Coordinator

- 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

*QUALIFICATIONS
• Bachelor’s degree in administration, finance, HR or relevant field

*EXPERIENCE AND SKILLS
Essential
• At least 5 years experience in Finance and/or Administration management, preferably in international organizations, INGOs and/or bilateral organization
• Solid understanding of Vietnamese government system and international development arena
• Proven knowledge and skills in office and staff management, procurement and logistics
• Good problem solving and negotiation skills
• Excellent interpersonal, communication and teamwork skills
• Excellent prioritization skill and ability to coordinate a variety of work activities
• Fluent English speaking and writing skills
• Good financial management skill
• Has strong sense for compliance
• Proven commitment to children’s rights and equality of opportunity
• Good computer and IT skills

*Desirable
• Master’s degree
• Knowledge of Vietnam development issues and NGO networks
- 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.

- Company's Policies

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