Administrative Officer – National Project Staff

Background

Lao PDR’s Vision 2030 reaffirms the country’s commitment to Agenda 2030. The implementation of the Sustainable Development Goals is ensured through the periodic medium-term five-year national development plans, the National Socio-Economic Development Plan (NSEDP). The 9th NSEDP 2021–2025 which is the current plan responds to both short-term issues and medium-term constraints to growth, sustainability, and inclusion in line with the country’s fiscal sustainability and financial resources, to prepare Lao PDR for graduation from the LDC bracket by 2026, and more broadly, to achieve the Sustainable Development Goals (SDGs).

To help the government in achieving their development agenda and goals, UNDP has been providing strategic support to the Ministry of Planning and Investment (MPI) through several projects which are implemented by various Departments within the MPI including the NSEDP formulation and monitoring, the Round Table Process, data and statistics, SDGs implementation and policy-informing research on human development. In response to the Government’s request for continued support in these areas, UNDP, with support from USAID and NZ-MFAT, has formulated a new round of cooperation which integrates all relevant elements, including new ones to strategically bring finance and other aspects of financing for development into the agenda, in recognition of their importance in the development planning process and evolving economic realities. The project aims to support the government in designing more effective development plans and in implementing them within the country’s fiscal capability, with the most vulnerable and marginalized reached. The project is designed to contribute to initiating/advancing improvements in the national planning and financing architecture of Lao PDR. Specifically, it is aimed at creating a ground for MPI and the Ministry of Finance (MOF) to further enhance their planning functions and financing, and the operational linkages between them.

The overall strategy for NPFID underpins three fundamental principles: first, a strong development planning process and investment promotion regime will reinforce results-based financing and proper budget execution. Second, the formulation of a national development plan that is shock-responsive and fiscally attainable can enhance the achievement of the SDGs. Third, and most importantly, the Government’s readiness to implement it is key to effectively encourage private investors, thereby unlocking additional sources of capital for financing for development.

 

The project has three mutually reinforcing outcomes with eight outputs to contribute in achieving these outcomes: (1) core planning institutions are increasingly results-oriented and leading more efficient and inclusive engagement and partnerships in line with the Vientiane Declaration Country Action Plan and the Financing Strategy for the 9th NSEDP Implementation; (2) targeted initiatives and national capacities are more effectively contributing to advancing monitoring mechanisms in different aspects of financing and planning through better tracking and coherence and coordination; and (3) Government is increasingly prepared to integrate a sound national financing framework in its NSEDPs.

To assist with the project management arrangements, the Ministry of Planning and Investment (MPI) as the Implementation Partner (IP), and through the Department of International Cooperation (DIC), is seeking to recruit qualified and highly motivated an administrative officer to involve and support the Project Management Unit, which includes following positions:

• 1 Senior Project Technical Coordinator
• 1 Project Finance Officer
• 1 Administrative Officer

Duties and Responsibilities

SCOPE OF WORK

The administrative officer will be contracted to support the implementation of the NPFID project. S/he will work closely with PMU, PSU colleagues, concerned government officials and other relevant officials in daily management of project activities. S/he is expected to perform key functions during the project life cycle, which include the following outputs/deliverables:

• File the project’s documents;
• Collation/distribution of documents;
• Provide logistic support for the organization of workshops, conferences and meeting (Preparation and sending the invitation (by email and transportation), reservation of room, confirmation etc.);
• Follow-up of meetings;
• Ensure that every administrative aspect is well looked after such as invitations sent and received on time, established procedures respects, photocopy;
• Assist project staff and international consultants with visa formalities, travel arrangements etc.;
• Manage procurement of office supplies and materials;
• Provide secretarial assistance to one or more staff members;
• Receive and screen correspondence and attach necessary back group information for supervisor;
• Arrange appointments for supervisor, receive visitors, place and screen telephone calls, facsimile, email and assist in making travel arrangements and protocols for supervisor;
• Print out documents and emails on project activities which need attention of the component project managers and other related government officials;
• Facilitate documentation, including requesting approval from relevant authorities and delivering it to relevant organizations.
• Type a wide variety of materials and make photocopy;
• Provide other administrative support as required by PM and NPD.

Competencies

• Demonstrate understanding of government system and procedures
• Generates creative, practical approaches to overcome challenging situations
• Excellent computer skills, especially with MS Word, Excel, PowerPoint;
• Uses information technology effectively as a tool and resource;
• High motivation, good attitude, flexibility and reliability;
• Good organizational skills with the ability to work efficiently under pressure and to handle multiple tasks simultaneously;
• Plans and prioritizes work activities to meet organizational goals;
• Good administrative, communication, interpersonal and team building skills;
• Demonstrate respect to knowledge and culture and religion in a multidisciplinary working environment;
• Ability to maintain self-control and complete tasks with frequent interruptions.

Required Skills and Experience

• Advanced University Degree or certificate in Management, Business Administration, or related fields
• A minimum of one year of relevant professional and technical experience working in development projects.
• Experience working with UNDP funded project will be an asset – particularly NIM projects
• Knowledge and professional experience in supporting project management, accounting, and cash management

Supervision and Performance Evaluation

The administrative Officer will be supervised directly by PM and evaluated performance based on guidance on the NIM SOP.

Requirements for submission of proposals 

All interested and qualified National Independent Consultant should apply on-line using the following links: 

UNDP Lao PDR Country Office website at 

In order to make your submission, please read the TOR on the link below 

TOR (Annex I) 

Documents to be included when submitting the proposals: 

1. or updated CV with Education and work experience, including past experience in similar projects and contact references of at least 3 references for whom you have rendered preferably the similar services;
2. Financial proposal:  Detailed financial proposal: Lump sum offer with clear cost breakdown against each deliverable. Please use this template

Instructions for on-line submissions: 

Step 1:  Please prepare all required documents electronically; 

Step 2: Combine all documents in ONE SINGLE FILE (preferably in PDF however Word format can be also accepted) and upload to the UNDP Jobs using the links above; 

Step 3: After that you will receive an auto reply from the UNDP jobs if your offer is received successfully. 

Note:  Any request for clarification must be sent in writing before the submission deadline to the following emails: