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Administrative Assistant (maternity cover)

Location: Vientiane Capital

Deadline for submitting the application: 28/11/2024 

Start date:  asap

Contract duration: 6 months

 

 

 

1. BACKGROUND

 

The Lao and Luxembourg governments decided for the fifth Lao-Luxembourg Indicative Cooperation Programme (ICP V) to maintain and deepen collaboration nationally, but with emphasis on the provinces of Bokeo, Bolikhamxay, Khammouane and Vientiane, through the following four sectoral programmes (2023-2027) with a total budget of approximately EUR 106.3 million:

 

  • Health and Nutrition (H&N) with a budget of EUR 35.8 million.
  • Local Development Programme (LDP) with a budget of EUR 34 million, including Swiss co-financing.
  • Skills for Tourism, Agriculture and Forestry (STAF) with a budget of EUR 25 million, including Swiss and EU co-financing.
  • Rule of Law, Access to Justice and Good Governance (ROLAG) with a budget of EUR 11.5 million.

 

Both governments also agreed to seek strong linkages between the four programmes to optimize synergy and impact.

 

 

2. OBJECTIVES

 

Assist in all administrative tasks associated with the Operational Pool maintain effective and efficient coordination with the admin support at projects/programs level.

 

 

3. MAIN RESPONSIBILITIES

 

Administration and logistics:

  • Receive visitors; manage correspondence;
  • Maintain filing system, make logistical arrangements for travel and workshops;
  • Requisition office supplies and equipment, arrange control and distribution; manage inventories;
  • Process visa application, visa extension, work certificate, driving documentation and custom clearance for international experts/staff;
  • Arrange and follow up of admin-related contracts.
  • Coordinate vehicle pool and drivers, manage logbooks and records on maintenance and fuel refill;
  • Ensure compliance with vehicle policy;
  • Support with the preparation of travel authorization forms for drivers;
  • Provide coordination support to admin colleague sin other departments,

 

Finance and procurement:

  • Petty cash management and processing of documentation and payments at the bank;
  • Assist in accounting tasks, collection of invoices and quotations associated with procurement;
  • Preparation of Cat C procurement documentation;

 

HR / others:

  • Verification of over time;
  • Management and appraisal of other employees in support functions.

 

A detailed job description can be obtained upon request to the email address: hr.rofvte@luxdev.lu.

 

 

4. SKILLS REQUIRED FOR THE JOB

 

  • Bachelor’s in Business Administration or related discipline.
  • At least 3 years of relevant working experience in administration for ODA, or programme/project supporting function.
  • Proficient computer skills, including Microsoft Office (Word, Excel, Teams, PowerPoint, Outlook) e-mail applications, teleconferencing and other relevant software;
  • Ability to write and communicate orally in Lao and English;
  • Good communication and interpersonal skills, attention to detail and organisational skills.

 

 

5. CONDITIONS:

 

  • Location: Vientiane Capital;
  • Nature of the position: full-time position (maternity cover);
  • Duration: 6 months;
  • Expected starting date: asap;
  • Salary: will be calculated based on the experience and qualifications of the successful candidate. 

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