Project Administrative Assistant

Organizational Setting

The main aim of FAO Country Offices, headed by an FAO Representative, is to assist governments to develop policies, programmes, and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. FAO Lao PDR assists the Government in the development and implementation of field projects in the sectors of food security, agriculture, and rural development. This requires the integration within the broader framework of sustainable food and agriculture that aims at increasing production and productivity, addressing climate change, and managing natural resources; and enhance rural livelihoods.

FAO in Lao PDR is implementing the project “The project for Enhancement of Livelihood Resilience in Rural Areas” under GCP/LAO/034/JPN which is funded by the Government of Japan. The Government of Japan has supported the successful first phase project to help most rural communities in Laos respond to and recover from the COVID-19 pandemic.

The project targets 48 villages in Luang Prabang and Oudomxay provinces to contribute to poverty reduction, food and nutrition security and resilience of rural households in Lao PDR. They will receive Climate-Smart Villages approach measures, support for small-scale agribusiness, and critical productive infrastructure (such as small-scale irrigation, water harvesting, and flood and drought mitigation measures). Simultaneously, the project will strengthen the sustainable improvement of rural households’ income and livelihood through climate-resilient, high value agriculture and support infrastructure.

Reporting Lines

The Project Administrative Assistant will work under the overall supervision of the FAO Representative and the direct supervision of International Project Coordinator. In close collaboration with Provincial Project Coordinator and Field Assistant, the incumbent will be primarily responsible for the successful implementation of the programme by undertaking the tasks and duties.

Technical Focus

The incumbent will be responsible for managing and providing the full rage of administrative tasks in support of the GCP/LAO/034/JPN programme activities.

Tasks and responsibilities

•    Provide day-to-day administrative support to ensure 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, partners on administrative and financial matters as required.
•    Contribute to the preparation of Letter of Agreement (LOA), contracts/agreement with participating supplier and project reporting.
•    Compile all related documents for payments and expenses of duty travel, training, and workshops, settlement of check advances accordance with the FAO’s rules and regulations.
•    Create vendor, raise Purchase Order on goods and services, Travel Authorization (local and international travel) and Travel Explain Claim on Global Resource Management Systems (GRMS).
•    Assist in collecting supporting documents to raise ePPR under the project.
•    Assist in processing timecards, verifying the vouchers for payments to suppliers in a timely manner.
•    Support the procurement process for input and services for project activities.
•    Assist in facilitating logistics of workshop, meeting, training under the project.
•    Ensure effective functioning of the project office, management of project driver to ensure the service is working smoothly.
•    Assist in monitoring the programme’s field budget authorization, monitor expenditures and assist in preparation of budget revision when necessary.
•    Maintain monthly attendance sheets and leave records.
•    Assist international and project personnel on general administrative matters, provide advice and ensure administrative support as required.
•    Assist international staff including International Project Coordinators, LTO, International Partners in preparing and requesting visa issuance.
•    Obtain approval of the project documents from LTO before submitting for the final approval.
•    Plan any need for project office, security, transport, and other similar services.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  

•    Bachelor’s university degree Administration, Finance, Accounting, Economics, Management, or a relevant field.
•    At least 4 years of relevant experience in general project/office administrative, operation activities related to procurement, office management and financial support.
•    Working knowledge of English.
•    Nationality of Lao.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

•    Good commence of computer skill such as Microsoft Office (Word, Excel, and Power Point) or a relevant application.
•    Knowledge of the administrative policies and procedures of the United Nations and International Organization.
•    Proven capacity to conduct fieldwork and ability to work in teams and establish working relationships central and local government institutions and civil society organization.
•    Prior experience with the UN and/or international organizations is an asset.

ADDITIONAL INFORMATION