Programme Assistant

The National Administrative Support Assistant reports directly to the Country Team Leader, Emergency Centre for Transboundary Animal Disease (ECTAD), Lao PDR, under the operational guidance of the Operations Officer and the overall administrative and functional guidance of the FAO Representative in Lao PDR. The incumbent will closely collaborate with project staff as well as with government counterparts at national and provincial level and other implementing partners and stakeholders.

He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

The AMR Programme Assistant will provide a full range of administrative and logistical support to ensure the effective implementation of AMR project activities. Responsibilities include travel arrangements, organizing workshops, maintaining inventory records, and performing other duties as required.

Responsibilities:

• •    Provide day-to-day administrative support to ensure the smooth and timely implementation of project activities in compliance with FAO administrative and financial rules and regulations.
• •    Maintain linkages with FAO administrative and programme support units as well as government counterparts and partners on administrative and financial matters as required.
• •    Review and direct correspondence, calls and queries to appropriate contacts; provide for background information; and respond to routine enquiries;
• •    Receive, screen, file, distribute, draft, format, and monitor incoming and outgoing correspondence and documentation from projects teams
• •    Create vendors, raise Purchase Orders on Goods and Services, Travel Authorization and Travel Expenses Claims under the FAO Global Resources Management System (GRMS).
• •    Maintain the filing/recording system of the programme.
• •    Maintain monthly attendance sheets/timecards and leave records of the national project personnel.
• •    Make arrangements for meetings, seminars and events: handle logistics, prepare correspondence, compile and distribute documents and make administrative arrangements.
• •    Initiate and follow up on administrative and financial actions related to staff management, non-staff support, travel and payments.
• •    Ensure smooth office operations, including the procurement of office supplies (i.e., stationary, utilities, telephones, internet, etc.), ground maintenance, security, transportation, and other office services.
• •    Maintain an updated inventory of project assets, conduct regular checks, and ensure proper use and documentation.
• •    Maintain confidentiality of project information and demonstrate professional conduct in all interactions with internal and external stakeholders.
• •    Perform other duties as required.

Minimum Requirements:    

• •    University Degree in Administration, Finance, Accounting, Economics, or a relevant field.
• •    Minimum 2 years’ experience in general project/office administrative, operations activities related to procurement, and financial support.
• •    Working knowledge in English.
• •    National of Lao PDR.

Technical/Functional Skills:

• •    Computer literacy: proficient in Microsoft Office Word and Excel applications
• •    Extent and relevance of experience in project implementation and administration support in UN agencies would be an asset.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2403827