Administrative/Fleet Management Officer

VACANCY ANNOUNCEMENT

Administrative and Fleet Management Officer

(Based in Vientiane Capital)

This position is available to LAO nationals only

About CRS

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

Job Summary:

The Admin/Fleet Officer will be responsible for overseeing both administrative operations and fleet management to ensure the smooth and effective functioning of the organization. This role combines administrative duties with the coordination of vehicle and fleet logistics, focusing on efficiency, compliance and safety. You will support the day-to-day administrative activities in alignment with Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. Your role will involve delivering high-quality, responsive service while ensuring the proper stewardship of resources, contributing to operational effectiveness and the success of high-impact programs.

Roles and Key Responsibilities:

1. Fleet Management

• Coordinate with staff to schedule vehicle movements, plan routes, arrange rentals, and assign drivers, ensuring efficient use of resources and adherence to schedules.
• Apply all vehicle management operating procedures in compliance with CRS’s travel and vehicle-related policies, local legal requirements, and donor regulations.
• Manage the maintenance, repair, and servicing of all vehicles and motorbikes, while developing a fleet schedule to optimize availability and minimize downtime.
• Handle all vehicle documentation (customs, registration, insurance, inspections) and ensure compliance with policies. Maintain accurate fleet records and monitor fleet usage and fuel consumption using tools like logbooks and VMS to improve tracking and cost-efficiency.
• Supervise drivers to ensure safe driving and policy compliance, while managing a system for reporting and resolving incidents and accidents.

2. Administrative Support

• Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions.
• Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Coordinate office and administrative tasks, ensuring timely repairs and maintenance of facilities to maintain a safe and functional workspace.
• Coordinate travel, logistics, and transportation for CRS staff, partners, and visitors, including scheduling, booking accommodations, air travel, and supporting events. Prepare summary reports for air travel and transportation for monthly and quarterly reports, and provide support for delegation visits, training, and workshops.
• Process and verify documents (e.g., contact lists, vehicle logs) and prepare reports on operations, fleet, expenses, and logistics to support decision-making and transparency.
• Perform other duties as assigned by the supervisor to support the team and organizational goals.

Basic Qualifications

• Bachelor’s degree in administration, Logistics, or a related field.
• Certification in Fleet Management or Vehicle Maintenance is an advantage.
• Minimum 3 years of experience in administration, fleet management or logistics.
• Proven track record in coordinating office operations and managing a fleet.
• Experience with a local or international NGO a plus.
• Additional education may substitute for some experience.

Required Languages

Very good command of verbal and written English, including the ability to provide interpretation and translation between English and Lao

Travel

Minimal travel required, 20% to project offices in Savannakhet and Khammouane province.

Knowledge, Skills and Abilities 

• Strong organizational and time-management skills with ability to work on multiple tasks.
• Knowledge of vehicle maintenance and safety standards.
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions oriented and results oriented.

Preferred Qualifications

• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

Key Working Relationships: 

Supervisory: Driver

Internal: Head of Operations, Supply Chain Manager, Finance Manager/Officer, Administration Manager/Coordinator/Officer/Assistant, Human Resources Manager/Officer, Procurement Manager/Officer, Program staffs.

External:  Vendors, Visitors and Government partners.

Agency-wide Competencies (for all CRS Staff) 

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship

APPLICATION INFORMATION: To apply for this position, please submit an application letter stating your expression of interest along with your most current CV by emails to LA_HR@crs.org

Closing date for applications: 04 February 2025 Only short-listed candidates will be contacted.

CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS is an Equal Opportunity Employer