TERMS OF REFERENCE

Project Operations and Logistics Officer

Application deadline: 08.04.2026 at 17:00 Vietnam time

Project Description

EuroCham Vietnam is the European Chamber of Commerce representing European businesses in Vietnam. With a network of over 1,400 members, EuroCham is a leading voice in sustainable business practices and policy advocacy.

The project “Empowering Change: Strengthening Non-State Actors for a Circular and Sustainable Economy in Vietnam,” funded by the European Union, is a 36-month initiative (starting 1 April 2026). It aims to accelerate Vietnam’s transition to a climate-neutral, circular economy by strengthening Non-State Actors (NSAs) and micro-small-and-medium-sized enterprises (MSMEs) particularly women-led businesses in the food, textile, and packaging sectors. The project focuses on ESG (Environmental, Social, and Governance), capacity building, direct technical assistance, and ecosystem engagement, including green finance access and EU–Vietnam sustainable value chain integration.

MAIN DUTIES

Job Title

Project Operations & Logistics Officer

Reporting to

Project Lead

Job Summary

The Project Operations & Logistics Officer is responsible for the smooth day-to-day operational implementation of project activities across all Work Packages. The project delivers activities in Vietnam and involves a high volume of trainings, stakeholder sessions, field missions, MSME engagements, and coordination tasks across all Work Packages.

The Officer is in charge of arranging travel and field logistics, coordinating venues and technical arrangements, preparing materials, managing vendor interactions, and ensuring timely documentation in compliance with EU requirements.

This position directly supports the execution of the Work Packages by maintaining operational continuity, aligning schedules, coordinating with NSAs, MSMEs, trainers, and technical experts, and ensuring that each activity is delivered efficiently and on time. The role is fully project-delivery focused and essential for seamless implementation.

The Officer also maintains budget trackers and ensures accurate expenditure monitoring in line with EU financial compliance requirements.

Location

Hanoi – Vietnam

Type of Contract

• 1-year full-time labour contract upon successful completion of a 2-month probation period; renewable upon successful KPIs delivery and evaluation  
• Expected starting date: As soon as possible

Key Working Relationships

• Internal: Consortium Partners and EuroCham Vietnam team
• External: NSAs, MSMEs, trainers, technical experts, vendors, service providers, local authorities (for logistical coordination only)

Main Duties and Key Performance Indicators 

• Activity Operations & Logistics: Coordinate and manage all logistical and operational arrangements for project activities.
• Vendor & Procurement Support: Coordinate with service providers and collect quotations in line with internal and EU procedures. Support procurement documentation and ensure compliance at activity level.
• Budget Monitoring & Financial Tracking: Maintain and update the project budget tracker at activity level. Collect and record financial supporting documents for reporting and audit purposes.
• Documentation & Reporting Support: Prepare participant lists, attendance sheets, evaluation forms, and visibility materials in line with EU requirements. Maintain organized documentation files for reporting and audit. Provide input for narrative and financial reports as requested.
• Coordination Support: Liaise with MSMEs, NSAs, experts, and trainers for scheduling and logistical coordination. Support communication and follow-up related to activity implementation.

JOB REQUIREMENTS

Education and Training Background

• Bachelor’s degree in Business Administration, Project Management, International Relations, Environmental Studies, or a related field.
• Certification in project management or logistics coordination is an asset.

Work Experience

• Minimum 4–5 years of experience in project operations, logistics coordination, or event management.
• Experience in organizing trainings, workshops, or multi-stakeholder events.
• Experience working in donor-funded projects (EU or other international donors), sectoral business associations, chambers of commerce, NGOs, or government-related projects is an asset.
• Experience in activity-level budget monitoring, financial tracking, or supporting financial reporting in donor-funded or multi-activity projects.
• Familiarity with documentation and compliance requirements in development projects is desirable.

Required Experience

• Strong operational and logistical planning skills.
• High level of organization and attention to detail.
• Experience in budget monitoring and financial tracking.
• High attention to detail in reviewing financial and supporting documentation.
• Ability to manage multiple activities simultaneously under tight deadlines.
• Strong coordination and communication skills.
• Problem-solving mindset and ability to work under pressure.
• Willingness to travel domestically as required.

Core Competencies

• Reliability and strong sense of responsibility.
• Deadline-oriented with structured working methods.
• Team player with proactive attitude.
• Professional conduct and respect for compliance procedures.
• Practical, hands-on approach to problem solving.

Languages

Full proficiency in English and Vietnamese (both written and oral) is required.

Software Skills

Excellent proficiency in Microsoft Office (Word, Excel, PowerPoint)

What We Offer

• Direct involvement in implementing a flagship EU-funded sustainability initiative in Vietnam.
• Exposure to a broad network of national and international stakeholders.
• A dynamic and international professional working environment.
• Competitive salary and benefits package.
• Friendly and supportive working environment.

HOW TO APPLY

If you are interested in this job opportunity, please send the following to the email address [email protected]:

• Your CV with with a cover letter;
• Your references (if any);
• Your Gross salary expectation.

All applications must be received by 08.04.2026 at 17:00 Vietnam time.

NB: Due to the high number of expected applications, only shortlisted candidates will be contacted.