1. Background

Under the fifth Lao-Luxembourg Indicative Cooperation Programme, the Lao and Luxembourg governments have deepened collaboration through four sectoral programmes (implemented from 2023 to 2027) with a total budget of approximately 119.5 MEUR, including the Local Development Programme with a budget of approximately 37 MEUR (with Swiss co-financing).

2. OBJECTIVE

The Administrative Officer performs all administrative tasks associated with the Disaster Risk Reduction (DRR) Project in line with LuxDev administrative procedures and systems, while maintaining effective and efficient coordination with the administrative staff of LAO/338 and the Operational Pool. The Administrative Officer is responsible for support related to cash management, petty cash handling, procurement coordination, and document facilitation.

3. MAIN RESPONSIBILITIES

• Meet and greet visitors and manage correspondence.
• Maintain hard / soft filing systems.
• Make logistical arrangements for trips, meetings and workshops. Record minutes. 
• Request, distribute and maintain records of office supplies.
• Support with update of inventory items.
• Follow up of admin contracts: vehicles, office equipment, office rental, internet service, cleaning services, etc. 
• Coordinate vehicles / drivers; logbook/daily fleet, repairs, fuel refill and analysis. 
• Manage leave and performance of drivers; keep overtime records.
• Ensure compliance with vehicle policy.
• Preparation of finance supporting documents, reconciliations, and petty cash reports.
• Transmit receipts, monitor cash flow, and assisting small procurement payment processing, gathering invoices.
• Preparation of documentation and contracts related to Category C procurement (≤ 10 000 EUR): memos, budgets, summary file notes, technical specifications, requests for quotations, purchase orders. 

A detailed job description can be obtained upon request to the email address: hr.rofvte@luxdev.lu.

4. SKILLS and qualifications REQUIRED FOR THE JOB

• Minimum of Bachelor’s Degree in business administration, accounting or related field.
• Minimum of 5 years of relevant professional experience in administration or programme supporting function within ODA projects.
• Good computer skills, including Microsoft Office (Word, Excel, Teams, PowerPoint, Outlook) e-mail applications, teleconferencing and other relevant software;
• Ability to write and communicate orally in English and in Lao;
• Good communication and interpersonal skills, attention to detail and organisational skills. 

5. CONDITIONS

• Location: Vientiane Capital, with frequent travel to Houaphanh and Xiengkhouang
• Nature of the position: fixed-term contract until 31.12.2027 (full time);
• Expected starting date: 01/12/2025 or asap;
• Salary: calculated based on the experience and qualifications of the successful candidate.  

How to apply:

Applications can only be submitted via the LuxDev careers website at https://careers.luxdev.lu/job-invite/1959/. Applications must consist of 1) curriculum vitae (including contact details of two referees), and 2) a motivation letter. Only applications received via the LuxDev careers website will be considered. Deadline: 12 October 2025

We encourage applications from individuals of all backgrounds regardless of gender, gender identity, religion, race, ethnicity, sexual orientation or disability.