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The Project Officer (PO, Code level C2) is responsible for the effective implementation, coordination, monitoring, and reporting of Medipeace projects in Vietnam. The position works closely with local partners, authorities, and Medipeace headquarters to ensure activities are delivered on time, within budget, and in line with organizational and donor requirements. The PO also supports the supervision of project assistants and contributes to communication and documentation efforts.
KEY RESPONSIBILITIES
1. Project Implementation and Coordination
- Implement project activities based on the Project Design Matrix (PDM) and approved work plans.
- Conduct needs assessments (consumables, equipment, services, training) and analyze results to guide project adjustments.
- Organize and supervise community-based rehabilitation (CBR) activities, training programs, and awareness campaigns.
- Manage pre- and post-satisfaction surveys and analyze results for continuous improvement.
- Ensure timely achievement of project performance indicators.
2. Budget Execution and Financial Management
- Maintain daily project accounting ledger and track budget execution.
- Collect and archive proper evidence documents for all project expenditures.
- Prepare monthly spending resolutions and expense settlement reports.
- Monitor and manage budget changes on a semi-annual basis.
- Predict operational costs and develop monthly/annually budget execution plans.
3. Monitoring, Evaluation, and Reporting
- Monitor project progress and budget execution rate weekly.
- Conduct semi-annual project monitoring and evaluation.
- Prepare and submit high-quality semi-annual and annual project reports.
- Document lessons learned, success stories, and field data for reporting and communication purposes.
4. Fundraising and Communication Content Development
- Develop fundraising content and draft newsletters on a monthly basis.
- Coordinate and implement annual field visit programs for donors or headquarters.
- Support the creation of promotional materials (leaflets, posters, social media content) in line with donor guidelines.
- Collect photos, videos, and beneficiary stories for visibility and fundraising.
5. Local Networking and Partnership Development
- Maintain and strengthen relationships with local partner organizations, authorities, and stakeholders.
- Coordinate joint projects and consignment projects with partners.
- Organize project launching and achievement ceremonies semi-annually.
- Explore local and international funding opportunities in coordination with the Country Director.
6. Administrative, Legal, and HR Support (for staff who is in charge)
- Support VISA and work permit management for dispatched Korean staff.
- Maintain and update personnel records for international staff.
- Monitor changes in local laws related to foreign workers, taxation, and NGO operations.
- Manage tax payment and declaration for the organization.
- Handle social insurance registration and salary payments for local staff.
- Support recruitment, onboarding, and attendance management of local staff.
- Ensure corporate registration is maintained and renewed in compliance with local regulations.
- Manage customs clearance for donated or overseas-procured items.
7. Risk Management and Compliance
- Predict potential risks related to tax, legal, and operational issues.
- Ensure all project and office activities comply with local laws and donor guidelines.
- Maintain regular contact with KOICA country office in Vietnam and other donor representatives as needed. (when get the direction and guidance from CD)
- Prepare and submit regular reports to local government as required by law (annual and final report of project activities and disbursement progress)
8. Other Tasks
- Guide and support large-scale procurement processes (bidding, overseas purchase, etc.).
- Perform other reasonable tasks assigned by the Project Leader or Country Director.
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