Administrative assistant - Vientiane, Lao PDR

Job Summary:

The Administrative Assistant will work under the direct supervision of the Department Head - DRMS, Senior Project Manager, Project Officer, and Project Assistant to:

1. Provide administrative and financial support to the DRMS team in Vientiane
2. Assist the DRMS team as necessary on relevant projects and assignments
3. Liaise with partner agencies (both government and non-government) in Lao PDR

Evaluator Supervisor(s):

Department Head - Disaster Risk Management System (DRMS)

Required Qualifications/ Selection Criteria:

• Lao national, having university degree in development, art (English), social science, business administration or related fields. Knowledge on the subject of disaster management will be an advantage.
• Proven experience in dealing with Governments, NGOs, INGOs, IOs would be added advantage.
• At least two years of legal experience with any legal institutions/ companies.
• Ability to work with a multi-cultural team, strong desire to learn; undertake new challenges; must be a creative problem-solver; must have self-confidence; willing to work hard; a good sense of humor and fun but serious about the quality and excellence of work.
• Practical experience in financial reporting and prudence in handling cash and project finances.
• Experience in event planning and management such as workshops and training programs.
• Good command of both English and Lao, in written and spoken and ability to write reports and present as well as translation of documents in Lao and English.
• Good computer skills especially in word-processing, spreadsheets, database and presentation software.
• Willingness and availability to travel periodically under sometimes adverse conditions.

General Requirements:

Operate within all ADPC Guidelines & Procedures/ Policies.

Duties and Responsibilities:

Under the overall supervision of Department Head - DRMS, the incumbent will perform the following duties:

• Assist project team in arranging workshop/ meeting appointments, sending invitation letters and follow ups
• Assist in arranging travel and accommodation requirements
• Assist in managing office filing, print out, scan and copy necessary documents and prepare and maintain work/project folders
• Assist in managing of purchase stationery and office supplies
• Assist in managing the program bank account in Laos according to ADPC Guidelines
• Assist in maintaining petty cash system for office needs, prepare travel authorization, cash advance, liquidation reports and reimbursement of travel cost
• Assist in compiling relevant documents and information as required by the project and undertake translation of relevant documents from Lao into English and vice versa
• Assist in project registration and taxation fee payment
• Perform other related duties as assigned by the supervisors