Administration Officer

PURPOSE OF THE POSITION

The Administration Officer (AO) is responsible for maintaining efficient and timely administrative and logistic operations in the Houaphanh Project office. You are also responsible for ensuring that all logistic and administration dealings meet ChildFund standards and requirements. You report to Senior Logistic Officer/IT Support.

KEY DUTIES

• Be responsible for insurance of Houaphanh buildings, vehicles and equipment
• Be responsible for the office equipment in Houapnhan (e.g. printer, scanner, LCD projector, photocopier) and ensure they are used properly and serviced regularly and repaired in a timely fashion and that logs are kept as appropriate.
• Supporting office errands including running documents, buying supplies, stationery, materials and ensuring the office runs smoothly.
• Coordinate the organisation of activities such as workshops and meetings at the village and district level, maintain and update administration and personal files, including service contract and leave record.
• Undertake authorised purchases of project items as per ChildFund and donor procurement policies and procedures. Make timely arrangements for authorised travel for ChildFund in Laos purposes (e.g. flights, vehicles and guesthouse) for staff and visitors as required.
• Ensure items and equipment are stored securely and transported promptly and safely to project areas. Keep asset and inventory records up to date and facilitate regular stock counts and Up to date.
• Facilitate the handover of project items and equipment to partner organisations when required.
• Ensure the vehicle of ChildFund in Laos are ready to service and regular maintenance.
• Understand and ensure all administration and personnel policies, procedures and guidelines are followed. Support the Human Resource Team with recruitment procedures and employee inductions in Houaphanh.
• Assisting in other work assigned by Senior Logistic Officer
• Assist other program tasks if any.
• Remain alert and responsive to any child safeguarding or sexual exploitation, abuse, or harassment (SEAH) risks, acquire relevant knowledge and skills to promote strong safeguarding practices, understand the child safeguarding and PSEAH policy and procedures, and conduct yourself consistent with those policies.

QUALIFICATIONS & EXPERIENCE

• Knowledge of office management and Procurement;
• Good team player;
• Intermediate English and fluency in Lao (including typing skills);
• Computer literacy required including MS Office and email, MS Teams, usage;
• Minimum of 2-year experience in a similar role;
• Experience of organising events, purchasing goods and completing administrative tasks;
• High levels of initiative and able to manage multiple deadlines;
• Careful, accountable, responsible, punctual and committed to transparency;
• Committed to the aims of ChildFund in Laos;
• High school completion certificate with a commitment to further study;
• Trustworthy and willing to learn;
• Driving license for car and motorbike.
• Qualification in a related field

DESIRABLE

• Previous experience in a medium or large sized NGO.
• Other relevant language skills.
• Communication and facilitation skill;
• Adaptability and flexibility.

SKILLS

• Strong administration skills and office management skills;
• Good interpersonal and relationship building skills;
• Experience of working with INGOs;
• Strong IT skills

Location: ChildFund in Laos, Saphanthong Neua Village, House No. 598, Unit 26, Sisattanak District, Vientiane, Laos

Employment:  Full-time, Initial 6 months employment agreement, with option to extend upon mutual agreement

Reports to: Senior Logistic Officer/IT Support

Other Information: The position is based in Xamneua District, Houaphanh Province, Lao PDR.

Must have criminal record check before joining the organisation.

Please apply no later than 4.30 pm, on 30th January 2023.

Only shortlisted candidates will be contacted for interview