PURPOSE OF THE POSITION
The Administration Officer (AO)-Service contract is responsible for maintaining efficient and timely administrative and logistic operations in the Houameung Project office. You are also responsible for ensuring that all logistic and administration dealings meet ChildFund standards and requirements. You report to the Regional Finance Manager.
KEY DUTIES
- Lead the Operations Office with efficient use of office equipment (e.g., computers, printers, fans, air-conditioners, etc.). Ensure that the equipment is properly used, regularly serviced, repaired in a timely manner, and that appropriate logs are maintained.
- Undertake authorized purchases of project items as per ChildFund and donor procurement policies and procedures.
- Make timely arrangements for travel (e.g. flights, vehicles and accommodation) for project staffs and visitors.
- 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.
- Prepare the service contract related to all procurement as: Supplies, Car Rental and etc.,
- Collecting quotations and order office supplies, stationery by sourcing the best suppliers in terms of price, quality and service.
- Ensure the equipment & Inventory of ChildFund in Laos are ready to service and regular maintenance.
- Facilitate the handover of project items and equipment to partner organizations when required.
- Collecting the documents Scanning document, Sending documents, Invitation etc...
- Understand and ensure all administration and personnel policies, procedures and guidelines are followed.
- Organize staff events, meetings and workshops, donor visit arrangement.
- Support in preparing the Visa for donors and visitors.
- Work closely with Finance and Accounting Officer to make sure the payment to suppliers will be on time and correctly.
- Work closely with project staffs to update procurement progress.
- Cash management for office running and Operation cost for day to day.
- Payment preparation by using the Sage Intacct system
- Assisting in other necessary administration work as require assigned by Project Coordinator.
- 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
- Bachelor in Logistics, Business and/or related field;
- Minimum of 3-year experience in a similar role;
- Committed to the aims of ChildFund in Laos;
- Intermediate English and fluency in Lao (including typing skills);
- Computer literacy required including MS Office and email, MS Teams, usage;
- 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;
- Trustworthy and willing to learn;
- Driving license for car and motorbike.
DESIRABLE
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- Previous experience in a medium or large sized NGO;
- Good at Managing multiple tasks;
- Other relevant language skills;
- Adaptability and flexibility;
- Good team player;
- Able to travel to other provinces, remote area;
- Demonstrated understanding of rights-based approaches to development;
Location: ChildFund in Laos, Saphanthong Neua Village, House No. 598, Unit 26, Sisattanak District, Vientiane, Laos
Employment: Full-time, 12 months employment agreement.
Reports to: Regional finance Manager
Other Information: The position is based in Houameung District, Houaphanh Province, Lao PDR.
Please apply at: https://teamchildfund.bamboohr.com/careers/538, no later than 4.30 pm, on 6th October 2024.