Partnership Development Officer

Department: Women’s Rights and Public Services Programme Directorate
Reports to: Women’s Rights and Public Services Programme Director
Staff directly supervised: None
Effective date: 1st July 2019
Location: Hanoi office with travels to the fields and internationally as required
Type of Contract: Fixed term/Regular
JD consulted with: SMT, HR and Women’s Rights and Public Services Programme Directorate

1. WORKING CONTEXT
Founded in the United Kingdom in 1972, ActionAid (AAI) is a unique international organisation, working with over 25 million people in more than 40 countries for a world free from poverty and injustice.
ActionAid's head office is in Johannesburg. ActionAid is the only large international development organisation with head office based in Africa, with offices in Asia and the Americas connecting ActionAid's work in Europe.
ActionAid started working in Vietnam since 1989, established its Representative Office in Hanoi in 1992. Since then, it has been focusing the work to end poverty and promote sustainable development in mountainous, remote and difficult regions as well as poor urban areas across Vietnam. ActionAid works in partnership with local partners in different provinces and applies Human Rights Based Approach to its entire work.
AAV is currently operating under the framework of its CSP VI (2018 – 2023), focusing on three Programme Priorities (PP), including: (1) Improve people’s capacity to build safe communities and adapt to climate change and disasters with alternative sustainable livelihoods; (2) Promote grassroots democracy to advance people’s rights to gender responsive public services; (3) Support partners, communities and organizations with practical capacity (skills, knowledge, space and networking) to advance social justice.

2. JOB PURPOSE SUMMARY
• Facilitates AAV in a coordinated effort to generate more and more diverse resources on a sustained basis
• Ensures AAV efforts to deepen relationships with institutional and high value donors in country and to build knowledge and analysis of local aid trends
• Explores the opportunities for local fundraising from high value donors
• Facilitates linkages between the Country Programme, Operations team and the Women’s Rights and Public Services Programme Directorate and deliver objectives within AAV
• Builds the capacity of AAV’s functions and partners on fundraising and contract management issues

3. AUTHORITY
• Requires stakeholders and relevant staff to supply sufficient information and prepare proposal and reports following donors’ requirements of quality, format and deadline
• Requires relevant departments/functions for the purpose of donor influencing and advocacy

4. KEY WORKING RELATIONSHIPS
Internal
• Women’s Rights and Public Services Programme Directorate of AAV; AAV’s all staff External
• AAV’s partners, Government Officials, Donors, INGOs

5. MAIN AREAS OF RESPONSIBILITY
Key responsibilities / accountabilities
Key performance indicators
1. Generate resource
• Spearhead the development and implementation of AAV’s institutional resource mobilization strategy, based on agreed priorities and themes.
• Coordinate AAV’s institutional relationships in an effort to ensure a sustainable increase in the volume and value of grants, competitive bids, and tenders.
• Provide core capacity in the design and development of project proposals, in line with CP strategic plans, for submission to institutional donors.
• Maintain oversights of all donor funded projects in country to ensure Partnership funded projects are well managed.
• Support project staff in the development of appropriate project and contract management tools (reporting schedules, tracking systems, etc.).
• Oversight of all institutional donor networking, communication, and reporting.
• Contribute to strategic decision making within AAV, particularly in relation to funding planning and resource generation/management.
• Donor database is updated and managed with relevant data well stored and kept in both soft and hard copy
2. Ensures donor influencing/ donor servicing • Meetings are regularly arranged and conducted with donors each year for donor influencing and building relationship.
• Fully researches and gathering information related to donors are provided to ensure the quality of project proposals. Donor scoping is done per year, with new donors to Vietnam /ActionAid Vietnam identified.
• Donor visits are well planned and organized.
• Quality reports are submitted to donors within the reporting deadlines and in accordance with donors’ requirements.
• Contract value is well negotiated to ensure the compliance with AAV’s direction and priority.
• Advices are provided on contract managements relevant to different donors to CD and SMT for suitable contract management and donor servicing.
• Proper scoping is conducted on prospects in the High Value Donors.
3. Supports for AAV’s contract management and institutional fundraising • Coordination in implementation of AAI policies and guidelines related to the partnership development with institutional donors are carried out.
• Training on proposal development, report writing, Project Cycle Management is conducted as per request.
• Inception workshop is facilitated for new partnership projects (with institutional donors) on donor introduction, contract management etc.
• System for Finance and Programme staff are strengthened to monitor progress in the implementation of institutional projects
• Appropriate formats are developed and supported to ensure timely reporting to institutional donors.
• Programme staff is supported to monitor and manage institutional partnership project implementation through the establishment and followed-up of project accountability systems.
• MOUs and contracts management are supported by drafting MOUs based on templates with relevant donors.
4. Donor relationship management • Excellent relations are maintained with donors through correspondence, reports, newsletter, visits and events etc. in a timely and proper manner.
• Report submission is supervised and followed up to ensure MOU compliance.
• Coordination with other functions are ensured to design project publications for communications/influencing purposes.
• Donors are influenced and directed to AAV’s approach through correspondence, campaigns, meetings or workshops.
• Communication with donors and/or high value fundraisers is ensured on all relevant contract matters such as project implementation, financial reporting and other accountability issues.
5. Liaison and networking • Liaison and sharing related information with staff both at the regional and international level on institutional donors are carried out.
• Participation in and contribution to regional forums and initiatives are undertaken.
6. Strengthens AAV’s staff capacity for partnership and high value fundraising • Induction is regularly provided for programme staff on grant and contract management and other related knowledge.
7. Knowledge Building and Analysis • In-country donor scoping and intelligence are conducted in line with AAV’s strategic priorities on women rights and public services
• Long-term partnerships are developed and maintained with potentially high value or highly influential institutional donors.
• AAV’s information base is developed and maintained relating to donor programme priorities, trends in local official development assistance.
• Annual researches are carried out with recommendations to relevant functions inside AAV in funding planning, forecast etc.
• Donor influencing is conducted, with a focus on institutional donors around key target areas of influence is implemented.
8. Supports the nationalization of ActionAid Vietnam • Participation in relevant tasks assigned is ensured to support the operation of the Aid for Social protection Programme Foundation Vietnam (AFV), the strategic partner of AAV
• Assistance is provided for the smooth transition of ActionAid Vietnam in the nationalization process
9. Safety & Security • The Safety and Security Plan, Procedures and guideline by AAI and AAV are followed.
• The safety and security procedures for staff are implemented.
• Risks for staff safety and security are timely reported to Security Focal Person or Head of Department.
10. Others • Other tasks as assigned by line manager are well performed.

Education
• University degree in social science, marketing, economic development or any relevant field
Work experience
• Minimum 3 years of experience working in the development sector.
• Experience of working within a multi-cultural team
Technical knowledge/skills
• Understanding of the local political and socio-economic development context and funding environment
• Proven track-record in funding proposal development and submission
• Excellent interpersonal, presentation, communication and negotiation skills will be necessary to work effectively in a multi-cultural environment
• Capacity building/facilitation skills and experience desirable
• Ability to work independently and be self-motivated
• Willingness to travel both domestically and internationally
Language
• Advanced level of English and Vietnamese
Attitude
• Independent
• Integrity
• Open for learning and solutions
• Team work
• Accountable
• Supportive
• Leadership
• Decisive
• Result oriented
Adherence to:
• Human Rights Based Approach
• Poverty and injustice eradication
• Gender equality

- Competitive salary and bonus
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Professional, dynamic working environment

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