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Admin and Procurement Assistant
Negotiable

Luxembourg Agency for Development Cooperation (LuxDev)

N/A Ban Donnokkhoum Sisattanak District Vientiane Capital

JOB DESCRIPTION

VACANCY ANNOUCEMENT

Terms of Reference

Admin and Procurement Assistant

Location                       : Project Office, Faculty of Law and Political Science, Vientiane, Laos

Closing Date                 : 30 June 2019

Duration Contract          : 12 months contract with possibility of renewal, starting 1 August 2019

1. BRIEF BACKGROUND AND RATIONALE

On 23 November 2015, LuxDev 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 and Procurement Assistant to support the management and daily operations of the project. 

2. POSITION ON THE ORGANISATIONAL CHART

Reports to the Administrative and Finance Officer (AFO) and Chief Technical Adviser (CTA)

3. MAIN RESPONSIBILITIES AND TASKS

Administration

  • Together with other project staff, assist in the implementation of project activities such as training seminars, workshops, conferences, meetings, etc. In particular, coordinate logistical arrangements with regard to venues, hotel accommodation, etc.;
  • Support the implementation of project activities as outlined in the Annual Work Plans;
  • Maintain (up-to-date and chronological) effective 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;
  • 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 short documents and interpret during meetings and other events (Lao/English) on an occasional basis;
  • Record minutes of internal meetings when necessary;
  • Attend regular meetings of the project team and participate actively in discussions, particularly with regard to administrative matters;
  • Identify personal and professional staff development needs in order to meet the project’s strategic and operational plans;
  • Process all personnel action forms and ensure proper approval;
  • Provide inputs into the financial aspects of the project’s quarterly progress reports, mid-year reports, annual reports, annual operational plans and other financial reports;
  • Responsible for providing and evaluating the appraisal system of other staff of the project; and
  • Other duties assigned by the AFO and CTA in line with Project LAO/031 objectives and activity plans.

Procurement

  • Plan, prepare and follow-up on all Project LAO/031 procurement activities in collaboration with the CTA, ROF and HQ;
  • Acquisition of office supplies and equipment, and arrange control, distribution and maintenance of appropriate inventory records;
  • 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 Project LAO/031’s procurement;
  • Monitor and maintain all Project LAO/031 procurement files;
  • Prepare, administer and manage all payments associated with Project LAO/031’s procurement activities;
  • Prepare and submit the regular annual procurement plan to ROFVTE under the supervision of the CTA; and
  • Provide technical expertise to the Project Management Unit (PMU) on the mechanics, procedures and processes as given in the LuxDev guidelines on the procurement of supplies, equipment and professional services.

4. QUALIFICATIONS

  • Minimum 2 years’ experience working in Administration or Procurement
  • Fluent in English and Lao language
  • Experienced in the use of Microsoft Office
  • Excellent teamwork and interpersonal skills
  • Diploma or higher in Administration or similar (desired)
  • Previous experience in the Rule of Law sector (desired)

Interested applicants are advised to send their CV and Motivation Letter to lao031@luxdev.lu CC: khaikham.xaynhaphoum@luxdev.lu  Phone: 021-330652 by 30 June 2019. Only short-listed candidates will be contacted. Ban Donnokkhoum, Sisattanak District, Vientiane Capital

  • job summary
  • Post Date 10 June 2019
  • Prefered Language English
  • Job Level Officer
  • Job Industry INTERNATIONAL ORGANIZATION
  • Job Function Admin-Office Management
  • Job Location Vientiane Capital
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Luxembourg Agency for Development Cooperation (LuxDev)

Luxembourg Agency for Development Cooperation (LuxDev)

N/A Ban Donnokkhoum Sisattanak District Vientiane Capital

Contact
Contact Name : N/A
Email : anousone.sengphachanh@luxdev.lu;lao027@luxdev.lu
Website :
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