Project Coordinator (Consultant)

A. About Asian Disaster Preparedness Center

ADPC is an autonomous intergovernmental organization with a vision to reduce disaster and climate risk impacts on communities and countries in Asia and the Pacific by working with governments, development partners, international organizations, NGOs, civil society, private sector, media, and other key stakeholders.

Established in 1986 as a technical capacity building center, ADPC has grown and diversified its expertise across social and physical sciences to support sustainable solutions for risk reduction across a broad range of specialist areas. With over 100 staff from 19 different nationalities and a wide range of professional expertise from atmospheric scientists to social scientists with experiences from all levels of engagement typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner. ADPC has six strategic themes supported by seven departments: ADPC Academy, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Preparedness for Response and Recovery, Geospatial Information. These are supported by Finance, Human Resources and Administration, and Strategic Planning departments. In addition to the departments, ADPC also works on three cross-cutting themes: Gender and Diversity, Poverty and Livelihoods, and Regional and Transboundary Cooperation through permanent working committees.

ADPC Strategy 2020 guides the organization in providing comprehensive risk reduction support to countries and communities in Asia and the Pacific. ADPC recognizes the importance of examining the linkages between disaster risk management, poverty reduction, gender equality, sustainability, rights-based approaches, climate change and regional cooperation.

For details please refer to ADPC website at http://www.adpc.net/  

B. Background:

ADPC has been implementing a Regional Program on “Urban Resilience to Climate Extremes in Southeast Asia” (URCE). The URCE program, which is supported by Norwegian Agency for Development Cooperation (Norad), aims to build “resilient communities in deltaic and coastal urban areas” and strengthen resilience of urban systems and urban communities to the current and emerging climate extremes, disaster and emergencies that are anticipated in coming years. The program will be implemented in three target cities in Myanmar (Dala Township in Yangon City) and Vietnam (Nam Dinh and My Tho Cities). The program has five outcomes, namely, Improved multi-hazard early warning systems and risk knowledge (Outcome 1), Strengthened urban community readiness and local preparedness (Outcome2), Improved urban sectoral preparedness and emergency response (Outcome 3), Strengthened urban risk governance systems for dealing with emerging climate extremes and emergencies (Outcome 4) and Improved knowledge and awareness on building urban climate resilience for extremes in Asia and the Pacific (Outcome 5). This five-year program has started its implementation in November 2018 and spans up until December 2023.

C. Statement of Intent

The Project coordinator will be mainly responsible for coordination and implementation of URCE program in Viet Nam. He/she will also be responsible for administration and logistical support for the programs/projects.

The Project Coordinator will work under supervision of Program Directors and coordinate with technical specialists at the Headquarters of ADPC in Bangkok, Thailand and works closely with Viet Nam Disaster Management Authority (VNDMA), the focal agency assigned by Ministry of Agriculture and Rural Development (MARD) to implement the URCE program activities in Viet Nam.

This position is open for Vietnamese National only and it is based in Hanoi, Viet Nam. It requires travel to project activity sites in Nam Dinh and My Tho as per the agreed travel schedule approved by supervisors.  

Note: It is not the intent of this Position Description to cover every aspect of the position requirements, rather to highlight the most important areas of personal and joint responsibility.

D. Required Qualifications and Specification

Education

• Bachelor’s or higher degree in disaster/climate risk management, urban planning, environmental science, public health, development, economics, international business administration, and planning or similar fields;
• A relevant first-level university degree in the above fields with demonstrated capacity with work experience in disaster risk management, urban resilience related subjects may be accepted in lieu of the advanced university degree.

Work Experience

• Minimum three years of experience in the field of project management with strong coordination skills
• Practical experience of working in disaster risk reduction and climate change adaptation field;
• Practical experience of working in a multi-cultural team and ability to work independently and under pressure;
• Experience working with an international organization is a plus.

Competencies

• Familiarity with disaster risk management, urban resilience, climate change adaptation, institutional system, and disaster management system in Viet Nam;
• Experience in data collection, organizing trainings, workshops, and meetings;
• Ability to network, coordinate and cooperate with government authorities, local communities and other partners and build strong mutual relationships; and
• Sensitivity to cultural differences, ability to adapt to the context and work under pressure.
• Strong Networking capacity with government authorities, local communities and other partners and build strong mutual relationships; and
• Sensitivity to cultural differences, ability to adapt to the context and work under pressure.

Personal Qualities:

• Self-motivated, pro-active and takes initiatives;
• Demonstrated ability to plan, and organize work & time independently;
• Verbal and written communication skills in English and Vietnamese are essential;
• Excellent interpersonal skills, team-oriented work style, and experience in working in a multi-cultural environment;
• Strong desires to learn, undertake new challenges, must be a creative problem-solver, and must have self-confidence,
• Willingness to work hard, good sense of humor but with seriousness about the quality and excellence of work.

Language skills

• Excellent English and Vietnamese communication skills.

E. Duties and Responsibilities

The project coordinator will be responsible for the following duties and responsibilities.

• Ensure the efficient and effective coordination of URCE program in Viet Nam;
• Coordinate with concerned government agencies and other stakeholders to actively participate and guide in implementation of URCE program in Viet Nam;
• Make arrangement for Program meetings, workshops, trainings, forums, exchange visits, etc.
• Provide support to the development of guidelines, tools, training materials, publications, etc.
• Process the cash advance, liquidations; including monitoring and following up outstanding cash advances on a monthly basis;
• Provide secretarial support like minute taking, drafting letters, preparation of documents such as training evaluation, project activity information
• Process payments to consultants, vendors, service providers, etc.;
• Support the program team in monitoring of the implementation progress and evaluation of program impacts;
• Assist the program team in the documentation of project beneficially information, project outputs, project outcomes, and ensure that these feed into the office’s IKM system;
• Be responsible for administrative, financial and logistical arrangement of program implementation.
• Translate program related documents and publications from English to Vietnamese and vice-versa; and
• Perform any other institutional tasks assigned by the Supervisor.  

F. Reporting Relationship:

Project Coordinator will report to Director of Urban Resilience Department and work in close coordination with the Project Manager in Viet Nam and other project team members at the Headquarters of ADPC to carry out different activities under the program. The Project Coordinator would also coordinate with relevant officials at VNDMA to get necessary guidance to implement URCE program in Viet Nam.