Position Description, October 2017
PACE Program: Volunteer Team Leader – Vietnam
Travel dates: 4 January – 9 February 2018
Location / Melbourne, Australia and Hanoi, VietnamOrganisations / · AVI, Melbourne, Australia
· Macquarie University, Sydney, Australia
· KOTO Training Centre, Hanoi , Vietnam
· AFAP, Hanoi, Vietnam
Program and Activities / Macquarie University’s PACE program is a university-wide initiative designed to provide undergraduate students with a distinctive educational experience involving community-based experiential learning opportunities with a range of local, regional and international partners. PACE units provide the academic framework through which students engage with the community, learn through participation, develop their capabilities and build the skills valued by employers.
To cater for those students wishing to undertake a PACE activity internationally, Macquarie University partnered with AVI to collaboratively design the PACE International program. From 2008 to 2016, PACE International was jointly delivered by Macquarie University and AVI, successfully sending almost 700 students on PACE activities with over 25 community partners across nine countries.
The PACE International program has entered into a new phase in which Macquarie University take more responsibility for the strategic direction and delivery of the program. To support the PACE International program on the ground and to assist in identifying new opportunities for program growth, Macquarie University has engaged providers to deliver a range of in-country services.
AVI continues to provide on-the-ground services and risk management in several international locations.As part of the continued partnership,AVIperiodically recruits and supports Volunteer Team Leaders. These VolunteerTeam Leaders oversee the health and wellbeing of the Macquarie participants and help ensure the successful delivery of theproject objectives.
Student Projects will be based at
KOTO
The students will work with the KOTO (‘Know One, Teach One’) Training Centre and Restaurant in Hanoi. The focus of the project will be split between development of trainee soft skills, computer skills training, English language teaching and support and media/marketing initiatives.
AFAP
The PACE Media students will be based in Hanoi and spend few days in the field to develop communication products that highlight the various interventions on sustainable livelihood including Community Based Tourism and safe tea production that AFAP are undertaking. Those communication products will be used for marketing by our program partners.
Community Based Tourism and safe tea production projects are currently being implemented by our Project Management Units in Hoa Binh and Phu Tho provinces.
Assignment Objective(s)
and Rationale
/ § Maintain a motivated and cohesive group of participants that are able to meet established partner organisation project objectives.
§ Maintain open and effective communications channels with key stakeholders – AVI, partner organisation and participants.
§ Contribute to partner organisation processes and activities as directed during project.
§ Implement PACE program processes including risk management and mitigation, monitoring and evaluation (M&E) and reporting.
Key dates and commitments / The project requires engagement over a three month period that includes:
§ Preparation reading pack
§ TL briefing from AVI. (Depending on your location face to face or Skype)
§ Limited ongoing engagement with participants prior to departure of project
§ In-country project dates: 4 January – 9 February 2018
§ TL will arrive on the 4 January to prepare for student arrival on 6 January
§ Post project narrative and financial reporting 2 weeks after project completion
Working Relationships / § The TL will be contracted to AVI and the AVI Project Coordinator based in Cambodia will be the day-to-day point of contact.
§ The TL will be accountable to the AVI Project Coordinator for all project and group management issues and is required to take direction from them.
§ The TL is also accountable to the AVI Project Coordinator for risk management and escalation issues, and must make every reasonable effort to consult with AVI to seek authorisation or advice, as appropriate. Decisions taken by AVI are final.
§ The TL will work closely with partner organisation staff to ensure the students are supported to complete their projects
§ Reporting to AVI on a regular basis regarding project logistics. The level and nature of reporting required will be advised by the partner organisation as required for the successful project completion (e.g. informally on a daily basis, more formally on a weekly basis).
§ The TL will be supported by the partner organisation’s staff members who will provide specific localised knowledge and assist in logistics, group movement, and coordination.
§ Direct contact with Macquarie University staff will be minimal during the project phase and the TL will be instructed where contact is required
Duties and Responsibilities / Key Areas of Responsibility
§ Overall management of PACE participants and activities whilst in-country (administrative, limited budget management, logistics, security, risk reporting, health).
§ Provision of leadership to coordinate the team’s input into the implementation of projects as directed by the partner organisation and AVI.
§ Supporting participants to engage effectively in a cross-cultural environment.
§ Providing encouragement, direction, personal and professional support to participants.
§ Accompanying and supporting team members during activities and field trips if appropriate
§ Liaison and regular communications with the partner organisation, including regular reporting on project progress and logistics.
§ Maintaining open and informative communication channels with AVI, and completion of prescribed reporting and administration tasks.
§ Taking direction from AVI in regards to the management of the PACE participants; Security, Safety and Health Management; Reporting and Administration; and Monitoring and Evaluation (M&E).
§ Providing critical reflection and evaluation of the project to AVI for future project enhancement.
Note: The safety and well-being of all participants and community members is always the paramount consideration with respect to any decision making processes.
Leadership
§ Conduct team building, briefing and induction activities as required by the project.
§ Conduct regular discussion and reflection meetings with participants regarding project activities and group challenges.
§ Reinforce participant knowledge and respect for cultural and religious values in the host communities.
§ Provide guidance and support to team members on issues of health, safety and well-being, and direct participants to program services including insurance and Response Psychological Services.
§ Role model effective international development practice and provide insight to students on development issues as required.
§ Be available to participants, who seek assistance or counsel, and be aware of and actively engage with those who would benefit from such support but may be reluctant to seek it.
§ Encourage and support team members to take on positions of responsibility and leadership within the team, including inclusive communication during discussions, enhanced cultural protocols, and commitment to partner organisation project objectives.
§ Conflict resolution in the event that group dynamics issues arise.
§ Support partner organisation staff as required during project phase.
§ Prepare and provide support for in-country orientation with partner organisation, as well as conduct debriefing workshop for participant’s at the end of the project before departure to Australia.
Communications
§ Maintain open and effective communication lines with all stakeholders including partner organisation, participants and AVI.
§ Ensure communication frequency matches reporting requirements as established by AVI.
§ Role model effective communication skills to participants and encourage effective and open discussions, ensuring appropriate participant involvement in activities.
Security, Safety and Health Management
§ Implement PACE program processes including risk management and mitigation, monitoring and evaluation (M&E), reporting and learning activities
§ Assess risks and develop risk management strategies within the PACE framework and brief team members accordingly.
§ In consultation with the AVI Project Coordinator, establish and implement evacuation procedures for the project team and implement as appropriate.
§ Manage and maintain the fieldtrip first aid kit and assist participants as required.
Reporting and Administration
§ Ensure AVI reporting requirements are understood and met.
§ Report formally to the AVI Project Coordinator on a regular basis in writing, and informally as required.
§ Document any major issues or incidents relating to the health, security and welfare of the team or individual team members
§ Provide feedback to participants on content and outcomes of meetings with the community, partner organisation and AVI.
§ Maintain the security, maintenance and use of any fieldtrip resources.
§ Maintain all records for financial administration and bookkeeping for the fieldtrip.
§ Compile a completion report addressing project planning, implementation and outcomes, according to guidelines provided by AVI.
§ Complete a financial management acquittal.
Selection Criteria / Essential
§ Experience leading and managing groups on an extended program.
§ Experience living and/or working in a developing country.
§ Experience working with cross-cultural groups to facilitate learning and personal development.
§ Tertiary qualifications or equivalent relevant experience in one or more of the following disciplines: education, training, community development, international development and youth/social work.
§ Experience in project and/or fieldtrip implementation and management including: planning, logistics, budget management, risk management, facilitation, project reporting, monitoring and evaluation (M&E).
§ Current Senior First Aid and CPR certificate or willingness to undertake the course prior to commencement.
Desirable
§ Experience living and/or working in Vietnam, or in South East Asia.
§ Local language skills.
§ Experience in the youth development and/or youth education sector
Country and Workplace Information / § English will be spoken by primary contacts within the host organisation.
§ Basic Vietnamese language training will be included at the beginning of the project.
§ Accommodation will be in a single room in a basic guesthouse, the same accommodation will be used by participants but on a shared basis. Separate rooms for female/male participants, and all accommodation will have western‐style toilets and showers.
§ The TL will be provided a local phone number and credit for project purposes and internet services are available nearby the accommodation and also at the partner organisation office. The TL will need to bring their own unlocked mobile handset (or be willing to buy a cheap one locally).
Benefits / Allowance
§ An allowance of AUD $1000 total is provided for the duration of the project that covers orientation, in-country project time and final reporting requirements.
Accommodation and Meals
§ All accommodation is provided during the assignment period.
§ Meals will be provided on the same basis as the participants:
§ Breakfast provided at accommodation
§ Some lunches may provided on weekdays depending on location
§ Dinners and weekend meals at own expense
Other allowances and support§ Return airfares from home port in Australia to project location at the commencement and completion of the project.
§ Airport transfers for above travel.
§ Internal domestic airfares as required during project.
§ Insurance coverage including travel, medical and emergency evacuation coverage.
§ Pre-departure medical and vaccination costs up to $500
§ In-country orientation and language training.
Contractual Information / Final confirmation of the appointment is subject to:
§ A satisfactory medical examination.
§ A satisfactory criminal record check by the Australian Federal Police (AFP).
§ Proof of holding a current Senior First Aid and CPR certificate
§ Procurement of visa.
§ Satisfactory completion of the pre-departure briefing.
§ Signing of a contract with AVI.
§ Commitment to and signing of the AVI code of conduct.
PACE Team Leader PD October 2017 / Page 2 of 5