ADM/HR Assistant

Notice of Recruitment – Lao National Staff

The Norwegian People’s Aid (NPA) is a Norwegian humanitarian organization supporting capacity building and development in many countries and has been engaged in the UXO clearance in Laos since 1997. The strategic goal for the programme is to reduce the humanitarian and socio-economic threat posed by unexploded ordnance (UXO). NPA Lao PDR is regulated by the National Regulatory Authority (NRA) for the UXO Sector. The programme currently has more than 800 staff. NPA Lao PDR programme receives funding from the United States Department of State (USDoS) and the Norwegian Ministry of Foreign Affairs (NMFA). The NPA Lao PDR program is now seeking for a qualified, enthusiastic, experienced and well-motivated person for the following positions:

Administrative and Human Resources (ADM/HR) Assistant: 01 x Position (Base in Vientiane Capital)

Duties and Responsibilities

• Process authority letter/work permit, stay permit, visa and Lao driving license for expats
• Update expats’ P files archive (contract, ToR, scanned copy of passport, visa)
• Submit and follow up the documents with ministries for: tax exemption, Licenses of equipment and vehicles
• Submit an annually updated VTE staff list to the Diplomatic Service Department (DSD), MoFA and prepare a payment administration fee to DSD
• Collect, follow up, file Vientiane and Field Offices local staff’s contract, timesheet, leave request form, payslip and other HR support documents for payroll
• Air- ticket, bus ticket and Accommodation reservation for visitors and staff
• Update staff contact list every time if there is resigned or new staff
• Update staff list for staff insurance as well as submit, follow up and record staff insurance claim
• Prepare proper document for the payments of consumable items, utilities, fuel and others expenditures that are under Admin/HR Department’s responsibility by imprest cash or direct to Finance Section
• Follow up and ensure that staff has a signed travel authorization form, supporting documents for air-ticket, accommodation & transportation payments
• Control and ensure that the stationery, kitchen stuff, first-aid box is sufficient for Vientiane office
• Arranging and coordinate for an annual medical check-up for Vientiane local staff
• Maintaining filing systems including dealing with telephone and e-mail enquiries.
• Be able to cover/assist for Field Admin/HR duties anytime in necessary case
• Any other relevant tasks assigned by Admin/HR Manager, Senior Admin/HR Officer and Admin/HR Officer

Qualifications and Experiences

• Diploma of Administration
• Experience on working within the relative field
• Previous experience working for an INGO is an advantage
• Ability to communicate in written and spoken English
• Experienced user in Microsoft Office

Desirable:

• Driving licence (class AB is a minimum required)

Personal Competencies:

• Service mind & Pro-active person
• High level of social communication skills and good skills in team-work
• Very good inter-personal skills and a cross culture working environment
• Flexibility and positive attitude
• Need to be fit for travel and staying the different conditions in the field/provinces