Team Assistant- LICA 4

Result of Service

The goal of his job function is to provide comprehensive administrative support to ensure the smooth and efficient implementation of the projects in Lao PDR.

Work Location

Vientiane, Lao PDR

Expected duration

one year renewable

Duties and Responsibilities

RESPONSIBILITIES Under the general guidance of the Chief of OAP and the Project Manager, based in Geneva, Switzerland, and the direct supervision of the Project Team Leader based in Vientiane, the goal of this function is to provide reliable administrative and office support. The Project Team Assistant will be responsible for performing the following duties: • Performs a wide range of office support and administrative functions related to the project. • Uses standard software package to format documents, reports, promotional materials, Powerpoint presentations; assists in the preparation of presentation materials using appropriate technology/software. • Manage incoming and outgoing correspondence, emails, letters and telephone calls; ensure routing of the requests to and replies by relevant team members. • Monitors processes and schedules related to the project, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Performs data entry and extraction functions; establish and maintain a project contact database. • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Maintains files (both paper and electronic) and databases for the project • Assists in providing software and office equipment support; assume responsibility for office installation and maintenance incl. office equipment. • Create the project petty cash reports. • Undertake any other tasks assigned by the Supervisor in support of efficient implementation of the project. Copyright : The personnel has to ensure that s/he has obtained the necessary permissions with regard to intellectual property rights required to perform his/her services under this consultancy contract and for the subsequent dissemination by ITC in any form. Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the Consultant shall request the prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required. COMPETENCIES: Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Knowledge of the UN system and procedures. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Qualifications/special skills

Secondary education, high school diploma or equivalent. Minimum of 5 years of experience in development programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working in Lao PDR is required. Experience working with UN, EU and/or other development agencies is desirable. Experience inof the UN system and procedures or experience of EU-related projects is desirable. Critical job-specific competencies: PROFESSIONALISM - TEAMWORK - CLIENT ORIENTATION Specialized training in project administration, event organization is desirable.

Languages

Fluency in Laotian language and knowledge of English are mandatory

Additional Information

For information on how to apply please click here. Applicants will be contacted only if they are under serious consideration. Applications received after the deadline will not be accepted. This contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing nationals of Lao People's Democratic Republic.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.