The HALO Trust Laos
Vacancy Announcement
| Job Reference # | 010 | Job Title: | Admin. Assistance Officer |
| Department: |
Admin/Support | Reporting to: |
Senior Managers |
| Location: |
Sepon | Supervisor for: |
All HALO Laos support staff |
Role Description/Responsibilities:
Role Summary: The Admin Assistance is responsible for assisting Office Manager managing the support services for the Sepon office of HALO Laos. He/s is direct line supervisor for the: radio operator, logistician, finance assistant, fleet manager, mechanics, driver, guards and cleaners.
Acting in a management role, the Admin Assistance must lead by example in his/her conduct, maintaining high professional standards in all their work and assist Office Manager manage their staff firmly and fairly.
Responsibilities: Overall duties:
- Assist in coordination with all members of the Senior Management Team, ensure smooth running of the systems that support HALO’s clearance operations,
- Assist Office Manager to submit reports to the Programme Manager and Deputy Programme Manager as required,
- Assist Office Manager to inform the Senior Management Team of any problems or issues affecting their areas of responsibility.
Main tasks and responsibilities:
- Manages incoming and outgoing correspondence (post, fax, email as well as letter) and prioritises
- Prepares and organises information materials for the programme
- Control and maintain office stationeries/office supplies
- Is responsible for making travel arrangement, managing travel requirements such flight ticket, hotel
- Booking, travel calculation, travel claim, transportation etc for staffs as well as Intern and government staff.
- Responsible for organising meetings, workshops, seminars and other events
- Assist in preparing visitor programmes, draws up travel schedules, organising transport of visitors
- Assist in the coordination of the use of the project car and car records (check log book, recording of gasoline purchase, maintenance, insurance and etc.)
- Check and make sure that all necessary documentation of project vehicle required by the police are valid and kept in the assigned vehicle at all times (registration, insurance)
- Assist in an Inventory and consumable list as well as maintain the inventory list and the consumables list
- Photocopying and scanning documents
- undertake all other related tasks as required by the superior
- Ensure smooth running of programme’s premises, including: general maintenance, housekeeping (office and living accommodation), construction / renovation works,
- Responsible for drafting letters (Lao and English) for communication with National and Provincial and District Authorities, other Agencies, etc
- Responsible for arranging meetings and coordinating communication between HALO’s Sepon office and external parties,
- Translation during meetings, when required. Translate and check written documents,
- Monitor working days and working hours for all administrative staff. Maintain and update attendance database, report any unauthorized absences to the Programme Manager,
- Maintain programme’s Insurance documents, update them on daily basis and periodically submit to the Senior Management Team,
- Maintain neat, orderly Admin records including all legal documents relating to the project,
- Act as the point of contact for the office, direct queries as appropriate,
- Coordinate HALO’s recruitment activity,
- Assisting the Project Manager in the preparation and timely submission of the Progress Reports and any other required reports.
- Coordinate logistics for visitors to Sepon (accommodation/transport etc)
- Manage the overall security of HALO’s premises and staff (guards, watchmen, compound security, fire hazards, other health and safety risks and hazards),
- Manage the radio operator, ensure all messages are recorded accurately and passed on/followed up appropriately.
Logistics/Stores
- Monitor the timely purchase of goods and services ensuring correct procedures are followed and verifying receipt of goods and services before issue of payments due,
- Oversee sourcing of suppliers and the obtaining quotes as requested,
- Manage and quality check capital-equipment and non-capital equipment registers,
- Conduct or coordinate the conduct of monthly checks of at least 50% of all programme equipment,
- Maintain an updated, neat and correct inventory of the office
- Undertake regular stock checks of physical stocks and administrative records
- Oversee the fuel usage of the programme, conducting regular checks of fuel logs and analysing fuel use as directed
- Oversee the logistics of the programme including issuance of water/fuel/etc to remote teams,
- Manage the activities of the logistician.
Finance
- Assist Office Manager manage the day-to-day finance processes of the programme
- Assist Office Manager manage the programme’s petty cash (with authorisation on petty cash requests of up to $25)
- Assist Office Manager manage the day-to-day activities of the finance assistant
Fleet
- Oversee fleet allocation
- Oversee the vehicle spares register
- Oversee and monitor vehicle maintenance/service schedules
- Oversee and check vehicle fuel and mileage logs
- Together with the Fleet Manager monitor the state of HALO’s fleet, report on any break-downs and replacements and manage the activities of the Head Mechanic.
- Carry out any other duties as directed to meet project standards and operational requirements.
- Experience with Administration at NGOs and or other organizations related fields.
- Minimum with 2 years experience in similar role
- Individuals should be self-motivated, adaptable, methodical and thorough with an eye for detail
- Solid experience of Microsoft Word/Excel
- Good communication skills in both Lao and English language an advantage.
- Interest persons please submit your application letter and other document describe how you meet the qualification of the position and send to: halojobopen@gmail.com or for more information please contact: Tel: 021- Phone: +856 (0)21 218256 | Mobile: +856 (0) 20 56109824, 59973360
- _______________________________________________________
- Notice of Recruitment – Lao National Staff
GIS OFFICER/DATA ENTRY
1 position, based in Sepon, Savannakhet Province
Role Summary: The Survey / GIS Officer is responsible for managing the data collected through all HALO Laos survey activities. He/she reports to the Senior Operations Officer.
Responsibilities:
- Comply fully, at all times, with HALO Laos Standard Operating Procedures,
- Manage the survey information database,
- Collate all General and Technical Survey data collected in the field; perform quality checks of said data and input to database,
- Manage the clearance statistics database,
- Input all task-by-task statistics on clearance, land use, Explosives Ordnance Disposal, Risk Education, attendance etc and quality check for accuracy,
- Ensure the information in the database is accurate, up to date and well maintained, with errors and inconsistencies flagged up to the Senior Operations Officer,
- Populate reporting templates according to schedule and complete IMSMA requirements,
- Run database reports and analyse data as required by Programme Management,
- Manage the GIS database,
- Input all GIS data gathered in the field, quality checking it before adding it to the database,
- Manage and deliver all mapping requirements of the programme,
- Carry out any other duties as directed to meet project standards and operational requirements.
Skills Needed:
- Strong educational background
- Good experience of GIS; IMSMA knowledge an advantage
- At least 2 years experience in a similar role
- Solid experience of Access databases, with good Word/Excel skills
- Demonstrable analytical capability
- Good communication skills; knowledge of English an advantage
- Individuals should be self-motivated, adaptable, methodical and thorough with an eye for detail
EMPLOYMENT CONDITIONS
- Potential for free accommodation in Sepon for non-local candidates,
- Insurance coverage for death and major injuries.
Interested candidates should send required documents including a Cover Letter, CV, Copies of Diplomas and other relevant information directly to halojobopen@gmail.com or to Programme Manager, Thadeua Road, Soi 1, Unit 02, House 38, Ban Thatkhao, Sisattanak District, Vientiane,
Tel: 020 56109824
Only short listed candidates will be contacted for interviews.
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