Overview
Provide comprehensive administrative support to ensure the smooth and efficient implementation of projects in Lao PDR.
Key Responsibilities
- Performs a wide range of office support and administrative functions related to the project.
- Uses standard software package to format documents, reports, promotional materials, Powerpoint presentations; assists in the preparation of presentation materials using appropriate technology/software.
- Manage incoming and outgoing correspondence, emails, letters and telephone calls; ensure routing of the requests to and replies by relevant team members.
- Monitors processes and schedules related to the project, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
- Performs data entry and extraction functions; establish and maintain a project contact database.
- Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
- Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
- Maintains files (both paper and electronic) and databases for the project
- Assists in providing software and office equipment support; assume responsibility for office installation and maintenance incl. office equipment.
- Create the project petty cash reports.
- Undertake any other tasks assigned by the Supervisor in support of efficient implementation of the project.
Required Experience
Minimum of 5 years of experience in development programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working in Lao PDR is required. Experience working with UN, EU and/or other development agencies is desirable. Experience inof the UN system and procedures or experience of EU-related projects is desirable.
Qualifications
Secondary education, high school diploma or equivalent.
