Scaling-Up Water Supply, Sanitation and Hygiene (WSSH) Project. Department of Hygiene and Health Promotion, Ministry of Health (MOH)Location: Vientiane Capital
ADMIN AND FINANCE OFFICER
Luxembourg Development Cooperation Agency (LuxDev) - (LAO/031)
JOB ANNOUNCEMENT ADMIN AND FINANCE OFFICERLuxDev received a formulation mandate from the Ministry of Foreign and European Affairs (MFEA) of Luxembourg for a new project provisionally titled “Support Project to Legal Teaching and Training and to the Promotion of the Rule of Law Concept in Laos” coded LAO/031. This new support project LAO/031 follows up the terminated project LAO/023 implemented between June 2010 to June 2015. The project is to be implemented in the framework of the 4th Indicative Cooperation Programme (ICP) 2016-2020 signed on 17 September 2015 between the government of Luxembourg and Lao PDR. Thus, this project is focused on how LuxDev Project LAO/031, in collaboration with other development partners can best support the promotion of rule of law in Lao PDR, in general, and the improvement of the legal education, in particular. In this context, therefore, any progress in legal sector can only be gradual and the needed major development support to the key challenges facing the Lao PDR legal sector is yet to be addressed.Currently, the Project LAO/031 is seeking for an Admin Finance Officer to support the management and daily operations of the project. MAIN RESPONSIBILITIES AND TASKS FinanceRecommend in control and revision of the project budget, as and when required, in consultation with the Project LAO/031 CTA, LuxDev Regional Office (ROF) and LuxDev Headquarters (HQ);Manage and maintain project budgeting and budget control through the maintenance and continual update of the Project LAO/031 Fast Track files and records;Analyse and process all financial transactions (commitments) of the project, including checking receipt of goods/services/works and related invoices, and processing of payments, in line with On-Line Field Accounting (OFA) procedures of LuxDev;Maintain, manage and monitor all Project LAO/031 bank accounts;Maintain, manage and monitor the Project LAO/031 cash management system, including the preparation, management and reconciliation of all cash advances, cash payments and cash receipts;Process all tax related issues (including exemptions) in accordance with LuxDev and Government of Lao PDR procedures;Obtain monthly bank statements and prepare bank reconciliations;Submit to CTA and to LuxDev ROFVTE on a monthly basis the financial statements of the projects, as regards to cash advances and actual expenditures;Maintain all appropriate financial records and files (up-to-date and chronological) in line with LuxDev procedures;Co-ordinate with the ROF regarding all financial issues;Facilitate the auditing process of the project when internal and external auditing is conducted, and follow up on any recommendations;Act as project focal person on finance matters and brief inter/national staff on general finance matters relevant to their position and tasks.Provide key inputs on the QBase as per directions of the CTA and/or the ROFVTE;Render financial technical analysis as per directive of the CTA and ROFVTE; andPerform such other relevant financial duties and relevancies in the exigency of the service.ProcurementPlan, prepare and follow-up on all Project LAO/031 procurement activities in collaboration with the CTA, ROF and HQ;Ensure – at project level – compliance with all procurement procedures and rules as set out in the LuxDev Quality Manual;Prepare draft documents associated with all aspects of the Project LAO/031 procurement;Monitor and maintain all Project LAO/031 procurement files;Prepare, administer and manage all payments associated with Project LAO/031 procurement.Prepare and submit to ROFVTE through the CTA the regular annual procurement plan; andProvide key technical expertise to the PMU on the mechanics, procedures and processes on the appurtenant LuxDev guidelines on procurement of supplies, equipment and other pertinent professional services.Human ResourcesSubject to the approval of the CTA and ROFVTE, take charge in the recruitment of national project staff; Co-supervise together with the CTA the work of the Project Assistant(s), interns and/or the Driver/Logistics Assistant(s) (if applicable)Provide high quality professional advice and support to managers and staff for all HR related matters;Orient and explain human resources policies, procedures, laws, and standards to new and existing employees, consultants and other international experts that are engaged by the project;Maintain in confidential file all the project staffs’ personal and confidential files;Co-supervise together with the CTA the work of the JTA, Project Assistant(s), interns and/or the Driver/Logistics Assistant(s);Monitor and record staff absences and update records accordingly;Maintain all human resources files up-to-date and in accordance with LuxDev procedures;Calculate and pay national staff salaries and related payments (taxes, insurances, etc.).Take charge in ensuring of the effective communication and implementation of an effective performance management system in the project;Create a suite of document templates e.g. employment contracts, variation to contract letters, invitation to meeting letters, resignation letters, etc. Ensure these are accessible to the team and ensure they are kept up to date and in line with contractual and statutory requirements; andFollow up the implementation and monitoring of HR processes including recruitment and selection, employment contracts and variations, starters and leavers, employment checks, induction, mandatory/other training, probationary period review, performance and development review, maternity/paternity/shared parental leave, flexible working requests and the evaluation of training, providing appropriate support and coaching to all management to ensure full compliance with policies and procedures.AdministrationSupervise the project staff in the implementation of project events such as training seminars, workshops, conferences etc. and meetings, in particular assist in the logistical arrangements, venue, hotel accommodation etc.Support in the implementation of project activities as outlined in the Annual Work Plan(s), including support to the development of Annual Work plans and reportingMaintain (up-to-date and chronological) effective and efficient filing systems – in hard copy and electronic formats – for all project-related activities in accordance with LuxDev procedures;Conduct regular back-ups of all project-related electronic data/files in line with LuxDev requirements;Make logistical arrangements for work-related travel of all project staff, and support where necessary, logistical arrangements for visitors to the project;Requisition office supplies and small equipment and arrange control, distribution and maintenance of appropriate inventory records;Assist international experts with all documentation required to work in Lao PDR;Supervise any activities concerning the project office, security, transport (e.g. vehicle log books, appropriate insurance), and other services.Translate (Lao/English) short documents – on an occasional basis – where necessary;Interpret (Lao/English) during meetings and other events – on an occasional basis – where necessary;Record minutes of internal meetings where necessary.Attend regular meetings of the project team and participate actively in discussions, particularly in relation to administration matters;Identify personal and professional staff development needs to meet the project’s strategic and operational plan;Process all personnel action forms and ensuring proper approval;Provide inputs on the financial aspects of the project’s quarterly progress reports, mid-year reports, annual reports, annual operational plan and other important financial reports;Responsible for providing and evaluating the appraisal system of other staffs of the project; andOther duties assigned by the CTA in line with Project LAO/031 objectives and activity plans. Such other duties assigned by the CTA in line with Project LAO/031 objectives and activity plansEducation and/or ExperienceDiploma or advanced degree in Business Administration, Finance, Management or related discipline;At least 5 years’ project administration and financial management experience in Lao PDR, preferably for an international development partner or governmental agency or similarExcellent computer skills on MS Word, PowerPoint, Excel, e-mail applications and other relevant software programmeAbility to write and communicate orally in English including good drafting skillsGood communication, inter-personal and social skills with a strong sense of flexibility and responsibilityFluency in English; Laotian as native speakerHow to Apply:Interested applicants are advised to send their CV and Cover Letter to lao031@luxdev.lu CC: pdm.lao031@luxdev.lu Phone: 021-330652 by 30 August 2020, 4:00 pm. Only short-listed candidates will be contacted.
