Deputy Director Of Management And Operations (DDMO)

Duties and Responsibilities / Tasks and Deliverables

Finance and Administration (FA) Team Leadership and Supervision

• Leads the day-to-day work of the FA team and directly supervises the Operations Specialist/FA, the Cashier, and the Human Resources Specialist.
• Establishes work plans and organizes workflow; sets performance goals and deadlines; conducts private mid-year and annual performance reviews; and provides regular feedback through scheduled one-on-one meetings.
• Develops and maintains an Individual Development Plan for each supervised contractor; reviews and approves leave requests and timesheets; and ensures supervised contractors complete mandatory training on time.
• Identifies and resolves performance issues using appropriate corrective-action tools in coordination with the DMO and Peace Corps/Washington, and onboards new contractors in these positions.

Financial Budgeting and Management

• Leads, with the DMO, formulation of the post's Annual Operating Plan and conducts quarterly, mid-year, and year-end budget reviews through in-depth financial analysis and cross-functional coordination.
• Enters and submits the Operating Plan, unfunded requests, and Local Compensation Plan increases in the Peace Corps budget management system (Hyperion); monitors implementation and prepares budget analyses and reports.
• Serves as the post Billing Officer and issues Bills of Collection in a timely manner.
• Reviews and approves obligations, de-obligations, disbursements, and liquidations prepared by the FA team up to the delegated approval limit; refers actions above that limit to the DMO.
• Oversees FORPost records, quarterly obligation reviews, EFT coordination with Global Accounts Payable, Volunteer allowance calculations, and Value Added Tax (VAT) refund processing.
• Maintains separation of duties across commitment (Overseas Contracting Officer), approval above the delegated limit (DMO), disbursement (Cashier), and reconciliation and review (DMO); the DDMO does not perform disbursement and supports the DMO's review of Cashier reconciliations and the monthly cash count.

Overseas Contracting Officer Duties

• Serves as a warranted Overseas Contracting Officer at the same authority level as the DMO, executing leases, local vendor and service contracts, operational and training-event contracts, and related purchase orders in accordance with the Overseas Contracting Handbook and MS 730-738; Personal Services Contract execution is reserved to the DMO.
• Ensures post compliance with contract regulations; prepares RFP/RFQs, selection memoranda, and DOAPA requests; and determines contract cost, terms, fiscal coding, statement of work, and deliverable timelines.
• Provides supervisory quality control over the FA team's purchase orders, micro-purchase forms, and fiscal coding, and oversees medical supply orders in coordination with the Post Logistics and Support Division.
• Maintains official contract logs and lease trackers, manages in-scope contract close-out, and prepares amendments, modifications, and option notices.

Vendor Management

• Develops and maintains effective working relationships with local vendors and serves as the FA team's principal point of contact for vendor matters; negotiates and prepares service and supply agreements.
• Maintains accurate vendor records and Vendor ID information in OdyWeb; monitors local market pricing and availability; and oversees the office and residential lease portfolio.

PST/IST Operational and Contracting Support

• Plans and oversees contracting and logistics for Pre-Service Training, In-Service Training, and Close-of-Service events, ensuring competition, documentation, and timely obligation and payment, and directs the Cashier and Operations Specialist/FA in training-event support.

Acting Director of Management and Operations

• Serves as Acting DMO in the DMO's absence; upon delegation by the Country Director, assumes the authorities and responsibilities of the DMO, including obligating authority within total budget authority and oversight of the entire M&O unit, reverting to regular duties upon the DMO's return.

Human Resources Operations Oversight

• Directs and reviews the Human Resources Specialist's work across recruitment, advertising, applicant and interview coordination, onboarding, and post-hiring documentation; ensures PSC files are complete, accurate, secure, and confidential.
• Oversees the PSC recruitment and selection cycle and prepares complete PSC packages for execution by the DMO; ensures background checks and security certifications are current and that PSC data is maintained in ForPost and OdyWeb; and advises on local labor law, the Local Compensation Plan, and PSC benefits.

Small Grants Financial Coordination and Volunteer Support

• Works with the Small Grants Manager to oversee the financial aspects of the post's Small Grants Program (PCPP, SPA); serves as financial reviewer of Volunteer grants and prepares SPA quarterly reports and monthly obligation reviews.
• Oversees timely Volunteer and Trainee allowance and reimbursement support (VICA); conducts annual Market Basket and Living and Settling-in Allowance surveys with the DMO; and supports Volunteer End of Service entries.

General Administration, Reports, and Other Duties

• Liaises and maintains contact with post staff, the Country Director, the U.S. Embassy, the Financial Service Center/Charleston, and Peace Corps/Washington to resolve administrative, financial, procurement, and personnel matters.
• Assists the DMO in preparing and delivering administrative and financial trainings during PST, IST, and Close-of-Service Conferences and in correspondence and reporting; assists in updating the PC/Viet Nam Staff Handbook (recent version).
• Serves in a senior-level advisory capacity to post management; completes all mandatory training; and performs other duties as assigned by the DMO and/or Country Director.

Other Duties

• Assists with updates to the Staff's Handbook
• Provides training to staff and volunteers where needed
• Supports other teams as needed taking on back-up support responsibilities and carrying out duties and responsibilities of agreed upon positions when deemed necessary by the Country Director and/or Supervisor for the successful management of Peace Corps operations in Viet Nam.
• Other tasks and duties as assigned

Qualifications

Required: At a minimum, the successful candidate's CV must demonstrate the following:

• Education: Bachelor's degree in Business Administration, Accounting, Finance, Public Administration, Management, or a related field. A master's degree in one of these fields is preferred.

• Experience: A minimum of seven (7) years of progressively responsible professional experience in management, financial management, operations, and/or contracting, including demonstrated direct supervision of three (3) or more staff recently.

• Supervision: This position directly supervises three (3) Personal Services Contractors the Operations Specialist/FA, the Cashier, and the Human Resources Specialist. Documented and demonstrated ability to lead, direct, set performance expectations for, and develop a small team is essential and will be assessed through behavioral interview questions and reference checks.

• Contracting: Demonstrated experience executing, administering, and managing leases and vendor and service contracts under a formal procurement authority or delegation (for example, as a warranted or delegated contracting or procurement officer), and the ability to obtain and maintain a Peace Corps Overseas Contracting Officer warrant.

• Experience in financial management work involving the preparation, justification, or management of an organization's budget.

• Language: Level 4 (fluent) written and spoken proficiency in both English and Vietnamese is required.

• Knowledge of Microsoft Office programs (Word, Excel, Outlook, PowerPoint).

Preferred

• A master's degree in one of the fields listed above.

• Experience supervising multi-function operations, finance, or administrative team for a minimum of 5 years.

• Experience in government, not-for-profit, or private-sector accounting.

• Experience managing budgeting processes from budget creation to completion.

• Working knowledge of United States Government procedures and policies pertaining to financial operations and utilization of appropriated funds.

• Knowledge of Vietnamese labor law and local market and banking practices.

• Experience working with a wide range of people, in a professional setting, from various backgrounds.

• Must be adept at dealing with personal/personnel matters and initiates those actions deemed necessary to ensure the confidentiality of personnel information and records.

• Must be able to deal with a broad scope and range of problems in collections, payments, and in reconciling accounting records, which may happen simultaneously.

• Must also be able to read and interpret regulations and must have high moral character, integrity, be versatile, have initiative to appropriately resolve problems, be self-motivated and able to deal tactfully with a wide range of individuals of different cultures.

• Able to relate well with others as the position requires a considerable amount of interaction with other staff members, volunteers, and the public.

• Always behave professionally, treating colleagues in a respectful manner that enables effective teamwork.

• Must be detailed and solution-oriented with strong organizational and management skills.

• The incumbent utilizes available guidelines for most matters but must exercise high level judgment when deciding whether procurement and disbursement processes are according to regulations for appropriate registration in accounting records; and consults with the supervisor on all other issues

Allowances:

• Unique conditions of Work Allowance: 7% of annual basic salary (subject to review every year)

• Miscellaneous Benefits Allowance: US$3,000 per annum

Benefits:

• Tet bonus: one-month basic salary

• Annual salary increases based on performance and fund availability

• Annual leave: 120 hours per year and the annual leave hours will increase every five years of creditable service according to the local labor law

• Sick leave according to the local labor law

• Family leave: up to 40 hours and other special leave as stipulated in the local labor law

• American and Vietnamese holidays up to 21 days per year

• Contribution to mandatory insurances according to Vietnam's Government law and regulation including social insurance, health insurance and unemployment insurance

• Supplemental Health insurance that Peace Corps covers 90% for the incumbent and each eligible family member.

• Award for outstanding performance.

• Salary: 26.353 - 29.517 USD