Junior Administration Officer

Job Summary / About the Role

There are two areas of focus of this position:

1. Administration:  is responsible for front desk, staff’s (national, international and visitors) travel arrangement management, administration and logistics support to CARE Laos.  She/he supports the Admin Manager to coordinate activities in administration, procurement, logistics, human resources and safety/security. This position also supports national and international staff members and visitors.
2. Communication:  is to support the Communication Team, including communication administration when necessary.

This position is based in Vientiane Capital – Country Office, with sometime travel required to other sites when is needed.

MAIN RESPONSIBILITIES:

FRONT DESK MANAGEMENT (RECEPTION):

• Welcome all visitors, all visitors are greeted and promptly transferred to relevant CARE staff;
• Answer phones in a timely and professional manner and direct communications to their destination;
• Attend to front desk general queries including receiving of visitors and arranging of appointments for/ with CARE Laos staff;
• Prepare the monthly payments and procurement of communication usage such as: phone bills etc.;
• Greet guests in a professional manner and direct them to their destination;
• Ensure accurate message taking for staff who are not available;
• Accurately transfer calls to appropriate extensions for staff concerned; and
• Ensure Reception area is clean and tidy every day.
• Ensure timely travel request from the staff are booked properly either by bus or air

OFFICE MANAGEMENT:

• Make sure the registration system of incoming and outgoing document is set up and keep filing properly (included electronic mean);
• Provide logistic arrangement for workshop/training/meetings and manage the CARE Vientiane Office meeting room reservation;
• Manage meeting rooms’ facilities such as LCDs, speakers, speaker phones and meeting facilitation materials on so on to make those facilities are available in each meeting rooms or providing them by requests. As well as keep records of the borrowers;
• Maintain Vientiane Office stationaries, tonners and kitchen items and place order in monthly basis and stock take to ensure sufficient quantity for monthly consumption;
• Assist staff in printing, binding, faxing, scanning, sorting, photocopying and filling document when is required;
• Clean and maintain all office equipment, including photocopying machines, fax, printers, office telephone and so on, and record of the default issue;
• Assist in requesting office supplies, refreshment and other administration tasks;
• Follow up and facilitate for refilling fuel of all CARE Vientiane Office vehicles;
• Follow up with Drivers on daily vehicle checks.
• Prepare the travel approval application for the staff when travelling is required

PROCUREMENT SUPPORT:

• Assist Logistics with colleting of quotations as requested;
• Process some partial procurement work especially fuel for vehicle, stationery and kitchen stuff;
• Arrange and prepare the record and report about stationery and kitchen items balance to the line manager;
• Maintain first-aid supplies and make orders when any items are missing or out of stock;
• Prepare acquittal and payment vouchers for office supplies and services e.g. air-tickets, vehicle rental, international staff lease;
• Ensure suppliers’ contracts are tracked and renew timely;
• Ensure Air ticket are tracked and recorder for further reporting.

VISA ARRANGEMENT FOR EXPATRIATE STAFF:

• Ensure apply and renew visa and approval for international visitor and CARE staff
• Ensure all legal documents of the international visitor and staff are recorded and renew accordingly
• Responsible for updating the approval and visa status to the line manager for further advice or suggestion.
• Undertake drafting the application letter for the approval and visa to submit to the relevant authority.

SAFETY AND SECURITY SUPPORT:

• Send welcome package to international visitors/consultants at least 7 days in advance before their arrival;
• Ensure the RED form of visitors/consultants (both national and international consultants) are filled and filed in the correct files;
• Coordinate with staff who hosts to welcome visitor;
• Arrange phone and sim card for visitors;
• Ensure and follow with staff to complete all requirement document for international travels;
• Ensure staff provide a copy of their visa for filing when travel internationally.

COMMUNICATIONS SUPPORT:

• Support the Communications team in translation document when needed;
• Ensure programming information and contact lists for partners and stakeholders are completed and well maintained;
• Assist the Communication team with CARE Laos publicity and events as required;
• Support Communications team in developing visuals and documents for usage in internal and/or external communication when necessary.

PARTNERSHIP AND NETWORKING:

• Provide clear explanations of CARE Laos program strategy and CARE’s work in Laos to internal and external stakeholders when required; and
• Develop and maintain effective relationships with relevant internal and external stakeholders.

OTHER RESPONSIBILITIES:

• To proactively participate in the Annual Planning and Performance Appraisal (APPA) process including the annual appraisal, midyear review and regular 1:1 meeting, ensuring that the APPA process (including the paperwork) is an integral component of Annual Work Plans and activities;
• Engage in emergency preparedness, assist in any emergency response as required;
• Promote a safe and secure work environment; foster a culture of safety and security awareness and ensure compliance with the safety and security policies, procedures;
• Demonstrate an ongoing commitment to gender equality, diversity and child protection and Safe guarding policy (Protection from Sexual Harassment, Exploitation and Abuse);
• Comply with CARE Lao’s financial and operational requirements, foster strong communication between operations and programs teams and uphold high standards of honesty and integrity in personal conduct.

EXPERIENCE AND QUALIFICATIONS:

• Minimum Bachelor Degree in Business Administration or relevant fields with minimum 1- 2 years’ experience or a minimum technical diploma with 2 years relevant work experience in communication preferably with an International Non-Government Organisation (INGO) and/or private company;
• Proven experience in front desk management, administration support and communiction support and document translation English -Lao and vice versa;
• Demonstrated experience in following standard policies, procedures and processes and ensure the implementation of basic standard transactions;
• A willingness to learn about CARE’s gender equality and women’s empowerment activities;
• Proven ability to manage and acquit a cash advance;
• Demonstrated good interpersonal skills, sound judgment, planning, problem solving and team building skills;
• Ability to work as a team member and contribute his/her capabilities to group objectives and works effectively in a group setting;
• Demonstrated organisational and time management skills and ability to work under pressure and to organize and manage workload to meet deadlines;
• Demonstrated characteristics in honesty, reliability, trustworthiness with the ability to maintain confidentiality;
• Very good (intermediate) oral and written Lao and good oral and written English; and
• Intermediate knowledge in Microsoft Word and numeric skills.