The International Water Management Institute (IWMI), a CGIAR Research Center is looking for a qualified, self-motivated, and dynamic candidate to join IWMI's office in Laos as Assistant Administrative Officer.
Primarily accountable for delivering comprehensive administrative assistance and efficient office services by effectively implementing IWMI's established administrative systems and procedures. The core objective is to facilitate the seamless operation of the office environment. This entails coordinating and executing various administrative tasks, streamlining workflows, managing resources, and optimizing processes to foster a productive and organized workplace. By adhering to IWMI's administrative guidelines, this role contributes to the overall effectiveness and functionality of the office, enabling the team to focus on their core accountabilities and achieve operational excellence.
DUTIESANDRESPONSIBILITIES:
Liaise with government line agencies and assist in the organization of work permits, entry visas, identification cards, and multiple visas for all staff and visitors, as well as requests for vehicle quotas for international staff as required. Manage and monitor vehicle paperwork for office and international staff, including B-50 documents, driving licenses, car registrations, and extensions, etc. Monitor the condition and repair needs of IWMI vehicles, as well as maintain travel logbooks; conduct routine vehicle checks, report any technical issues, and oversee maintenance and repairs. Carry out weekly checks on vehicle logbooks to ensure proper records are maintained for each project. Preparation and submission of fuel consumption reports in a timely manner to track and report the usage by projects as per guidelines. Monthly update the office asset and project asset lists for Lao, along with the contact numbers of IWMI-SEA staff and partners. Undertake messenger tasks that cannot be outsourced, handle office supply purchases, manage bill payments, and perform banking duties that cannot be executed electronically. Assist in domestic logistical arrangements related to meetings, workshops, trainings, and special events as necessary, including hotel bookings. Maintain office equipment, such as printers, telecommunications systems, computers, IT services and networks, by identifying, monitoring, liaising with vendors, and ensuring contracts are up to date and compliant with relevant IWMI policies. Maintain effective record-keeping systems, including storerooms, office filing, and electronic records. Handle incoming and outgoing mail and packages, including the monthly pouch to IWMI HQ and other deliveries as required. Assist the Carbon Footprint monitoring team of IWMI. Undertake any additional tasks as assigned by Representative/Administrative Officer.Requirements
Educational Qualifications & Experience:
Bachelor's Degree in Business Management/Administration or a related discipline. Two (02) years of hands-on experience in administrative functions with increasing levels of responsibility. Should possess a valid driver's license with an excellent track record. Proficiency in MS Office package, especially in Word, Excel, and PowerPoint. Exposure to financial accounting or ERP software is an added advantage.Knowledge, Skills & Abilities:
Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities. Strong interpersonal skills, coupled with the ability to work effectively in a team. Ability to establish and maintain effective working relationships with individuals in a multicultural and multidisciplinary environment, with sensitivity and respect for diversity. Demonstrated ability to achieve goals with minimal supervision, ensuring the timely delivery of administrative services. Proven skills to produce high-quality work with meticulous attention to detail and accuracy. Proficiency in IT, networking, and communications is advantageous.Benefits
What we are offering:
This is a nationally recruited position and only candidates who are eligible to work in Lao PDR will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of two-years with the possibility of extension.
HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on August 25, 2023 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.
IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.