Provincial Administration Coordinator

Job Purpose: 

• To ensure the effective and efficient day-to-day administration and coordination of MAG’s provincial office operations.
• To provide comprehensive administrative and logistical support to the Provincial Programme Manager (PPM) and all provincial teams, ensuring compliance with MAG’s policies and procedures.
• To act as the main point of contact for staff, visitors, and local authorities, facilitating smooth communication, coordination, and operational support within the province.

Responsibilities:

1. Office Management and Coordination

• Oversee daily administrative operations of the MAG XKH Office.
• Ensure smooth coordination between administrative, support, and operational teams.
• Maintain an updated inventory of office assets, furniture, and landlord-provided items.
• Oversee maintenance, repairs, and general upkeep of MAG office and TFM compounds.
• Ensure adherence to fire safety, health, and occupational safety standards (serve as Fire Warden/Health & Safety Focal Point).

2. Administration and Logistics Oversight

• Coordinate lease agreements for offices, TFM compounds, VIC, and accommodations.
• Arrange and manage accommodation for MAG visitors, consultants, and staff on mission (hotel bookings, TFM share houses, etc.), ensuring comfort, safety, and cost-efficiency.
• Serve as the primary contact for any issues or needs arising during visitors’ stays ensuring timely follow-up with hotels, landlords, or support staff to resolve problems effectively.
• Ensure visitor welcome, orientation, and logistical support (transportation, accommodation, and basic office assistance) are well-coordinated.
• Ensure timely renewals and compliance with landlord contracts and provincial regulations.
• Lead preparation of administrative budgets for meetings, workshops, trainings, IMC visits, and other provincial activities.
• Review and verify administrative expenditure and budget forecasts prior to submission to the PPM.

3. Liaison and External Coordination

• Serve as MAG’s focal point with local government, DOFA, and partner agencies for administrative matters.
• Represent MAG in meetings at provincial, district, and community levels as delegated by the PPM.
• Support MoU and annual workplan preparation and ensure timely coordination with government authorities.
• Coordinate arrival and support for MAG delegations, including submission of official documentation to DOFA (passports, visas, travel permissions, etc.).
• Assist the PPM in coordinating with military authorities and preparing contracts related to explosive storage, ensuring compliance with MAG’s safety and legal standards.

4. Reporting and Documentation

• Assist PPM in preparation and submission of monthly, quarterly, midterm, and end-of-project reports to the IMC and other partners.
• Supervise proper recordkeeping and archiving of administrative documents, lease files, inspection reports, and official correspondence.
• Review documentation prepared by the Provincial Admin Officer prior to submission.

5. Supervision and Team Support

• Supervise the Office Guard, ensuring safety and security procedures are implemented.
• Ensure the admin team provides responsive support to visitors, resolving accommodation or logistical issues promptly and respectfully
• Provide guidance and oversight to the Provincial Admin Officer on complex administrative tasks and coordination.
• Promote a collaborative and supportive working environment within the admin team.

6. Communication and Coordination with Other MAG Offices

• Maintain regular communication with Vientiane and Khammouan administrative teams to ensure consistency in procedure.
• Deliver and receive official documents to/from government offices, partners, and other MAG teams.
• Share updates on provincial administrative needs and challenges with HQ Admin and HR.

7. Other Duties

• Undertake any other tasks as assigned by the Provincial Programme Manager.

Requirements and Qualification

• Minimum Diploma or equivalent in Business Administration, Management, or related field.
• At least 2–3 years of experience in office coordination, logistics, or administration roles.
• Proven experience liaising with government authorities.
• Upper-intermediate English proficiency (written and spoken).
• Strong command of Microsoft Office (Word, Excel, Outlook).

• Demonstrated understanding of administrative operations and provincial-level coordination.
• Experience with budgeting and logistical support for meetings and events.
• Knowledge of Lao administrative protocols and documentation procedures.

• Excellent interpersonal and communication skills.
• Strong organizational, multitasking, and problem-solving abilities.
• High level of integrity, confidentiality, and accountability.
• Teamwork-oriented and adaptable to a multicultural work environment.