Administration Officer

The role

We are currently looking for Administration Officer for GPE System Transformation Grant Project based in Vientiane Capital  

Role Purpose

The Ministry of Education and Sports (MoES) has received a System Transformation Grant (STG) from the Global Partnership for Education (GPE) to implement the “Foundational Learning Improvement Project” in disadvantaged communities of 9 districts from 5 provinces: Luang Namtha, Luang Prabang, Vientiane, Salavanh and Saysomboun. The implementation period is 3.5 years starting from July 2025 to December 2028. The MoES is the implementing agency for the project and Save the Children is the grant agent and will provide fiduciary and technical oversight of the grant.

The GPE-STG program has been designed within the approved parameters of the Partnership Compact 2024-2028 that reflects extensive dialogue between the Government and its development partners, which is based on a comprehensive analysis of enabling factors and educational data. The priority reform objective of partnership compact is “Improving foundational learning outcomes for all and supporting students in lower secondary”. To achieving this reform objective, the GPE-STG project design includes the following components:

1. Expand one-year school readiness programs for five-year-old children
2. Strengthen continuous professional development (CPD) for primary school teachers
3. Support girls at risk of dropping out of lower secondary schools

This position is reserved for Lao nationality only.

KEY AREA OF ACCOUNTABILITY

Ensure they and their team fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.

Conduct themselves and ensure their team conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

Key responsibilities:

The Administrative Officer supports overall the office management services of the GPE-STG Project Management Unit (PMU) based in Department of Planning (DoP), MoES through coordination with all PMU staff to ensure the clerical work is managed efficiently and smoothly.

Specific roles and responsibilities

• Manage all PMU office work daily to ensure all support functions of the GPE-STG project management and activity implementation are handled smoothly.
• Perform a secretariat duty in supporting the MoES-DoP for overall clerical work of the PMU and coordinating with the MoES lead departments to organize regular meetings (fortnightly/ monthly) to keep track of progress implementation of activities.
• Supervise and monitor PMU fixed assets under GPE-STG project, keep tracking all vehicles and office and IT equipment at central, provincial and district levels to ensure it is in good condition and used effectively.
• Coordinate with all PMU staff and MoES departments and PESS and DESB in arranging hotel bookings and meeting rooms for workshops, arranging transportation for missions, field trips, study tours, endline study, etc.
• Support logistics arrangements for management meetings including the Project Steering Committee, Quarterly Review Workshops, knowledge sharing events, etc.
• Coordinate with Finance and Procurement Manager to handle petty cash payments, bookkeeping, support bank transfer process, bank reconciliation arrangements with DoF, MoF and Banks, etc.
• Support the procurement of materials for the project components, including contributing to the Procurement Plan, hiring of consultants, requests for quotations and contract management ledger.
• Ensure the log-sheet book has been used for the project and hire vehicles including renting vehicles and make sure all required copies of paper and related vehicle documentation, and other safety equipment are always available in the vehicle.
• Supervise the Asset Register and Stock Book; provide reports in a timely manner on damage and loss of project assets and develop procedures to minimize loss.
• Implement the relevant sections of the Project Operations Manual and contribute to its annual update.
• Contribute to the project Annual Work Plan and Budget preparation.

Qualifications And Experience

• University degree in business administration, education, social sciences or any related field.
• At least 3 years of working experience in office management, program implementation, or in any relevant role.
• Some knowledge of understanding of education system and structures at central, provincial and district levels.
• Skills in logistic arrangements for hotel bookings, meetings, transportation, field trips, etc.
• Good computer skills and filing system for keeping documentation.
• Flexible, able to respond to changing situations and meet tight deadlines.
• Ability to work effectively and calmly in a high-pressure environment.
• Self-motivated, confident and able to take initiative, and work with the minimum supervision.
• Good communication skill.
• Good command of English communication skills in both writing and speaking is an asset.
• Strong commitment to gender equity, safeguarding and inclusive education.

Contract length: Full time/Fixed term contact with Ministry of Education and Sports

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.

Apply via: https://hcri.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/job/13028

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.