Admin Officer

The role

We are currently looking for Admin Officer based in Vientiane Capital.

Role Purpose

The Admin Officer is responsible for the management of the SC Vientiane administration function for the Laos country office to ensure that the programmes and programme employees receive sufficient administrative support so that each project meets its goal, purpose, objectives, outputs, and associated indicators within the agreed timeframes. Leading the administration team and reporting to the Admin, SS Coordinator. with a dotted line to the Finance Director

Ensuring the delivery of a high quality support service function to the wider organisation the Admin Coordinator is responsible for all national and international staff and visitors’ movements and should oversee all travel arrangements, accommodation, visa, identification card, licenses needed and other necessary requirements in consultation with the Head of Government Relations.

The Admin Officer is directly overseeing asset management, stationary and related administration budgets. As well as facility management and related matters including driver logistics and planning.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

Key responsibilities:

• Direct line manager of the admin team including Housekeepers. Ensuring the team adhere to all SCIL Policies and Procedures and their respective responsibilities as set out in their job description.
• Answer the telephone, take and distribute messages as required.
• Conduct reception duties and receive visitors to the relevant department
• Support HR Team to make Staff ID card
• Assist Admin SS Coordinator to submit Visa and ID card, etc.
• Carry out any additional task as assigned by line Manager
• Deliver comprehensive and constructive performance reviews on time quarterly.
• Support the Admin SS Coordinator when his/her duties including the management and supervision of the security company and the guards at Vientiane office.
• Prioritize tasks for cleaner in establishing and updating the key inventory and asset registers. Perform half-yearly physically control of all registers and inventories.
• Ensure all contracts and other important administrative document control is compliant and in place stored correctly and accessible only to authorised personnel.
• Represent SC Laos at a senior level in external meetings, conferences and seminars where require
• Actively participate in supporting internal and external trainings and workshops logistics when needed.
• Hold regular team meetings and document minutes and action logs.
• Supports SCIL country office in any routine administrative tasks if required.
• Manage inventory, procurement, stocking of all office supplies (stationary, sundries, etc) including asset management register maintenance.
• Report suspicions of misappropriation and/or misuse of office material, to key person.
• Manage the planning around international visitors travel itinerary so that time is used effectively and without delays. This includes ensuring that meetings are confirmed and transportation is arranged and available.
• Support all employee social and cultural events if required.

QUALIFICATIONS AND EXPERIENCE

A bachelor’s degree in business administration or a similar field is preferred.

EXPERIENCE AND SKILLS

• 2-3 years administration professional experience preferred
• Experience in an INGO, UN or relevant development business is an advantage;
• Excellent written and spoken English and Lao skills
• Good knowledge of IT skills in major applications like MS Office, Internet, etc.
• Proven excellent Government relations;

Contract length: Short term (6 months)

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.