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Context:
The Strategic Communication and Public Diplomacy (EU-SCPD) project aims to position the EU as a strategic and reliable partner of Viet Nam among key target audiences and partners. The EU-SCPD activities and outreach are strategically used to support achieving EU policy priorities in Vietnam.
We are seeking a highly organised and detail-oriented Project Coordinator (PC) to join our team. The successful candidate will support the management and implementation of the EU-SCPD project, ensuring compliance with EU regulations and guidelines, effective communication with stakeholders, and timely completion of project deliverables.
Task Description:
The Project Coordinator, in consultation with the EU-SCPD Key Expert 1 (Team Leader), Key Expert 2, and Project Manager, will perform the following duties and outputs as part of the operation of the EU-SCPD project:
Administrative Support (about 20%)
- Organise and maintain project documentation and files: Ensure all documents are properly filed and accessible to the team. This includes project plans, reports, meeting notes, and other relevant documents.
- Schedule meetings, prepare agendas, and record meeting minutes: Coordinate and schedule regular project meetings, prepare agendas in consultation with the Project Manager, and take detailed minutes during the meetings.
- Assist in the preparation of project reports and presentations.
- Compliance and Reporting: Ensure compliance with EU regulations, guidelines, and reporting requirements. Monitor project activities to ensure adherence to project conditions and timelines.
Communication (about 20%)
- Facilitate communication within the project team and with external stakeholders, including EU bodies and partner organisations: Act as a central point of contact for selected project-related communications, ensuring that information is accurately and promptly disseminated.
- Distribute project information and updates to relevant parties: Regularly update team members and stakeholders on project progress, changes, and upcoming tasks or milestones.
- Respond to inquiries and provide information as needed: Address questions and provide information to team members, stakeholders, and external partners regarding the project.
Scheduling and Coordination (about 15%)
- Maintain project schedules, tracking milestones and deadlines: Regularly update and monitor the project schedule to ensure that all tasks and milestones are on track.
- Coordinate the availability of team members and resources: Ensure that team members are aware of their tasks and deadlines and coordinate their availability for meetings and project activities.
- Assist in the organisation and logistics of project activities (and events): Manage logistics for project events, such as booking venues, arranging transportation, and ensuring all necessary materials are available.
Resource Management (about 15%)
- Monitor project resources, ensuring availability and proper usage: Keep track of project resources, such as supplies and equipment, ensuring they are used efficiently and replenished as needed.
- Assist in the procurement of necessary materials and services: Help with sourcing and purchasing materials and services required for the project, working with the finance team, suppliers, and vendors.
- Assist in the monitoring and management of project budgets and expenses: Support the preparation of financial reports and documentation required. Coordinate with the finance team to ensure accurate and timely financial reporting.
Support Project Execution (about 30%)
- Help in tracking project progress and performance: Assist in monitoring project activities to ensure they are progressing as planned, identifying any issues or delays.
- Provide support in resolving issues and mitigating risks: Work with the Project Manager to address any problems that arise, helping to find solutions and mitigate risks.
- Assist in the implementation of project plans and strategies: Support the Project Manager and senior team in executing the project plan, ensuring all tasks are completed according to the project timeline.
Requirements:
Qualifications and Skills:
Education:
- Bachelor’s degree in project management, business administration, international relations, marketing and communication, or a related field.
- A master’s degree is an asset.
General Experience:
- At least 2-3 years of experience in a project management role with a proven track record of managing projects and campaigns with NGO, CSO, or EU-funded projects in Vietnam is required.
- Extensive experience working with various stakeholders, notably donors, public authorities, international organisations, and foreign embassies in a multicultural context is preferred.
- Experience within a communications or marketing agency is preferred.
- Strong understanding of the media landscape in Vietnam.
Specific Experience:
- Excellent organisational and time-management skills.
- Strong written and verbal communication skills in English and Vietnamese.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and project management software.
- Ability to work independently and as part of a team.
- Attention to detail and a high level of accuracy.
- Creative thinking and problem-solving abilities.
Personal Attributes:
- Ability to handle multiple tasks and prioritise effectively.
- Strong problem-solving skills and ability to think strategically.
- High degree of professionalism and integrity.
Benefits:
- Salary: competitive and negotiable based on ability.
- Full benefits according to Labor Law regulations
- Lunch: 50,000 VND/day at the company's restaurant.
- Teabreaks: daily fruit, tea, coffee.
- Professional, open, and creative working environment.
- Working with supportive colleagues.
Interested candidates are invited to send CV and Portfolio (if available) by email to: hr@taj.vn, no later than 15 August 2024.
When applying, please add “EU-SCPD Project Coordinator – Application” in your subject mail.
Contact details: EU – Strategic Communication and Public Diplomacy.
Office address: Floor 03, N02.T1 Building, Diplomatic Complex, Xuan Tao street, Xuan Tao Ward, Bac Tu Liem District, Ha Noi, Viet Nam.
Email: hr@taj.vn
Thank you for your interest in this position! Due to the high volume of applications, we'll only reach out to candidates whose qualifications align well with the role.
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