Administration Assistant Consultant

Administration Assistant-Long-Term Consultant

HELVETAS Laos is a development organization operating in Laos since 2001. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, using environmental resources in a sustainable manner.

Job title
Administration Assistant-Long-Term Consultant

Project
ASEAN Swiss TVET Initiative (ASTI), in the Lao PDR

Location
Vientiane, Lao PDR

Duration of contract
1 July 2026 to 30 December 2026

Type of contract
Consultancy Contract

Main tasks
·       Prepare procurement documents for project activities in compliance with the procurement manual and established procedures.

·       Coordinate administrative, logistical, and operational arrangements for project activities, including venue setup, travel arrangements, accommodation, and flight bookings for staff and participants.

·       Support the preparation and coordination of workshops, meetings, training sessions, and other project activities.

·       Coordinate with vendors, consultants, staff, and partners on procurement, administrative, and operational matters.

·       Assist in reviewing supporting documents for advance requests, settlement submissions, and payment requests, and follow up on missing documents when required.

·       Maintain proper filing and documentation of project and financial records, including scanning, filing, and organizing both hard-copy and electronic documents.

·       Prepare attendance lists, meeting minutes, and activity reports, as required.

·       Ensure all administrative and financial documents comply with organizational policies, donor requirements, and established procedures.

·       Assist in asset and inventory management for project equipment and materials.

·       Provide general administrative and operational support to the project team and perform other duties assigned by the supervisor related to project implementation.

Qualifications
·       Diploma in Administration, Finance, Accounting, or a related field.

·       At least 1–2 years of experience in administration, finance, procurement, or project support.

·       Experience working with development projects, NGOs, or international organizations is an advantage.

·       Knowledge of procurement and financial procedures is an advantage.

·       Strong organizational and time management skills.

·       High attention to detail and ability to manage multiple tasks simultaneously.

·       Good communication and coordination skills.

·       Proficiency in Microsoft Office applications, especially Word, Excel, and PowerPoint.

·       Good command of English and Lao, both written and spoken.

·       Ability to maintain confidentiality and handle documents in a professional manner.

Application address
To apply, please fill in your information here: https://forms.gle/BTBULnhZk9hJiAeB9

Deadline for application
4 June 2026 at 5 pm Laos local time

Remarks
·       Detailed Terms of Reference (ToR) are available via this link: https://shorturl.at/jU6hr

·       Detailed job description can be made available on request to email address

laos.recruitment@helvetas.org

·       Only candidates who are shortlisted will be contacted for an interview.

HELVETAS is a gender, culture, race, creed, political, and religion-neutral organization, promoting inclusion and tolerance, respect, and fair treatment for and between all employees, partners, contributors, participants, and beneficiaries.

Women and ethnic minority candidates are particularly encouraged to apply.