Volunteer & Institutional Engagement Coordinator

Job Summary

• Implement Volunteer Programs of HFHI-V through mobilization, coordination and hosting of local and international volunteers to support HFHI-V’s ministry.
• Support overall resource development, donor compliance and funding stewardship and communications.
• This position is to cultivate strong and valuable relationships through a wide range of recruitment and outreach activities.

Key Accountabilities/Responsibilities

1. Contributing to organizational (HfHV) sustainable development

• Maintain & promote HFHI image and reputation to partners and other stakeholders
• Provide input and support VP Manager in developing systems, processes, and tools/guideline, training material to enhance efficiency & quality
• Assist VP Manager in seeking & developing volunteer opportunities for domestic and international volunteers with project and local partners.
• Assist RDC Manager in donor compliance and communications with volunteer engagement program.
• Jointly develop volunteer engagement project that support fundraising activities. Ex: virtual building events, crowdfunding activities
• Prepare and manage the fundraising events

2. Key functional responsibilities

• Plan, check, and collaborate with internal/external relevant people to ensure Volunteer program operate in a manner consistent with HFH guidelines, standards and mission.
• Coordinate with internal/external stakeholders for schedule of international and local volunteer teams
• Coordinate with relevant staff to obtain necessary approvals for volunteer visas, big build organization etc.
• Communicate with sending program and team leader in the hosting process
• Coordinate with project team(s) and local partner for arrangement of logistics needs (airport welcome, transportation, accommodation, visa etc.) of incoming teams
• Participate in delivery of training about volunteer activities & management to staff, and projects’ partners, and orientation training to local volunteers
• During volunteer builds, coordinate with other teams to ensure safety and a positive experience for volunteers and community partners.
• Support in hosting teams when needed.
• Provide interpretation service at meetings between Volunteer team and local partners;
• Perform other relevant tasks/assignments requested by VP Manager.
• Develop volunteer program as an important fundraising channel

3. Key functional responsibilities (for hybrid roles)

• Communicate with Donors to deliver their request in appropriate and professional manners.
• Coordinate with relevant staff to ensure Donor compliance with the volunteer engagement program
• Perform other relevant tasks/ assignments requested by National Director.

4. Implementing cross-functions activities

• Provide consolidated list of volunteers and relevant documents to Program Manager for getting approval from provincial authorities
• Collect & provide RD&C team photos and quotes of volunteers during their builds for promotional purposes;

5. Managing and implementing compliance

• Complying with procedures and requirements of Procurement Policy to …
• Study and abide with requirements of Ethics Covenant, Safeguarding, Child Protection, Discrimination, Bullying and Harassment policies all the time of employment with Habitat.
• Engage in and maintain a safe working relationships with colleagues and local partners in accordance with HFH Vietnam policies

*Working condition & context

• Working in both conditions, office based and build sites.
• The job requires very frequently discussion with supervisor, onsite Construction Supervisors, and others in Program team to obtaining information.
• Frequent travels to rural areas

*Standard Performance Expectation

+ Fully achieve the annual agreed performance plans in term of quantity, quality and deadline

+ Ensure quality of volunteer program activities through:

• A summary of preparation status on visas, logistics progress is reported to supervisors and updated to relevant peers on daily/weekly basis prior receiving volunteers
• Report volunteer’s safety or health issue to direct supervisor right after bring volunteer in safe condition
• Fully comply with Standard Hosting Procedures in volunteer activities to ensure overall feedback evaluation not lower than 4 score or good rating and no serious or major complaint (excluding visas issue) from volunteers or sending countries is accepted

+ Required reports are submitted on time and accurate, in case of multi urgent issues, delay must be agreed in advance with supervisor

• Ngày làm việc: T2 - T6 • Giờ làm việc: 09:00 - 18:00 • Cấp bậc: Nhân viên (associate) • Loại công việc: Toàn thời gian