Administrative Assistant

Title:  Administrative Assistant to the Office of the CEO
Division: Office of Chief Executive Officer
Wage Category: M-8
Report to:   CEO
Job Code: Job No. GS001.C/A
Date of verification (JD): November 2017
Duty Station: Office of the Secretariat in Vientiane, Lao PDR


Job Summary / Job Statement:

The Jobholder provides the full range of secretarial, administrative, financial and logistics support to the Office of the CEO.

Main tasks and responsibilities: 

File management

    • Perform initial screening of all incoming correspondence, documents and reports, routed to OCEO with full background material, ensure timely distribution and follow up on deadlines;
    • Establish and maintain efficient filing, tracking and storing system of documents in hard copy and/or electronic files; 
    • Assist staff of Office of CEO in the preparation and processing of documents for meetings and workshops as required; 
    • Draft routine correspondences and memorandums on administrative matters for review of relevant OCEO staff as required

Office management

    • Arrange travels of staff and consultants of OCEO including visa, transportation, flight and hotel reservations (e.g. prepare travel authorisation form, obtain travel advance, process the reimbursement of travel claims, etc.);
    • Coordinate all meeting requirements for staff under OCEO including making appointments, preparation of facilities and meeting room and ensuring refreshments for external guests;
    • Assist staff under OCEO for conferences or workshops and provide support to the Personal Assistant to CEO for administrative arrangements and logistical support for CEO’s participation at conferences, including compilation of relevant background material;
    • Ensure adequate supplies of stationery for OCEO, oversees the maintenance of the office equipment and OCEO’s assets, including the CEO’s meeting room;
    • Keep attendance records of staff under OCEO, and prepares monthly reports for Administration Division. 
    • Provide secretarial and administration support and other support as related to all staff under OCEO;
    • Organise and assist in facilitating workshops and meetings periodically with the National Mekong Committees (NMCs) as well as assist in liaison with the NMCS in particular the MRC focal points;
    • Attend to official visitors and guests, screens/receives/places telephone calls, and maintains updated list and details of relevant contact persons, organizations and stakeholders

International Cooperation & Partner Relations

    • Provide assistance to the Chief Strategy and Partnership Officer in donor coordination and relations, including the following tasks: 
    • Support drafting official letters, meeting notes, routine correspondence and ensuring completeness in terms of content and substance; 
    • Assist in developing and maintaining a system for systematic reporting and assisting in following up to development partners in line with the donor agreements and the reporting requirements as well as ensuring the reporting is done in a timely fashion;
    • Assist in preparing documents and reports on donors support and funding situation to Senior Management, Donor Consultative Group Meetings, Informal Donor Meetings and Council Meetings and assisting in preparing of official reports by producing and quality-controlling the relevant annexes, donors statements and follow up the reproducing process of the Meeting minutes and Donor Meetings reports;
    • Maintain reports and records of issues related to Donor Consultative Group meetings and Informal Donor Meetings and other related meetings and monitoring follow-up actions;
    • Assist in preparing, producing and distributing related donors publications as required; 
    • Screen all incoming DPs correspondence, documents and reports, correspondence routes to the Chief Strategy and Partnership Officer with full background material, ensuring timely distribution and following up on deadlines;
    • Perform other duties as required by the CEO and Chief Strategy and Partnership Officer.

Scope of Authority: 

a. Supervision requirements: The incumbent does not supervise any staff.
b. Level of autonomy: Decision making follows defined procedures. The position does not administer a budget.
c. Level of problem solving required: Problem solving is often based on pre-determined methods, but initiative and problem solving skills are required.
d. Level and type of communications required: Communications are wide, within and outside of the organization, and include routine written communications. 

Qualification requirements:

Certificate

  • University diploma or higher in administration and/or management or other related subjects.

Additional certificates

  • TOEIC certificate with 400 points and over is required. An equivalent internationally recognized certificate may also be considered

 

Experience

  • Four years of experience in administrative work after graduation, preferably in an international organization.

  • Experience with organisations working with a water, development or environmental focus is an advantage

  • Experience dealing with donors and development partners is an advantage.

  • Demonstrated ability to arrange logistical aspects of workshops and seminars

 

Competencies:

Knowledge

Level (1-3)
1 = Required
2 = Desirable
3 = Optional

 

Skills

Level (1-3)
1 = Required
2 = Desirable
3 = Optional

Excellent command of spoken and written English

2

Demonstrated ability with key MS Office applications (word, excel, powerpoint) including document formatting skills

1

Demonstrated ability to draft substantive correspondence and a typing speed of at least 45 words per minute

2

Strong interpersonal skills and team work

2

 

Attitudes

Level (1-3)
1 = Required
2 = Desirable
3 = Optional

Commitment to continuous learning

2

Willingness and ability to work independently

2

Ability to work and cooperate in an international environment

2

 

Remuneration:

The remuneration package, subject to change, includes (i) annual net base salary exempt from tax by Lao authorities, starting at US$ 10,433 (M-8, step I); (ii) MRC’s contribution to staff member’s Provident Fund of 14% of basic salary upon completion of 3 years in service; (iii) Contribution of MRC to Health and Accident insurances (on shared basis with employee); (iv) other entitlements and benefits such as dependency allowance, 6 weeks’ annual vacation; sick leave, maternity leave etc.

THE MRCS RESERVES THE RIGHT TO APPOINT A CANDIDATE AT A LEVEL LOWER THAN THE ADVERTIZED LEVEL OF THE POST.

 

The Job Description and other information can be obtained from the MRC website http://www.mrcmekong.org/working-with-mrc/employment/ and https://www.facebook.com/Mekong-River-Commission-165798426775632/timeline/. MRC is an equal opportunity employer. We welcome applications from all qualified candidates. Women are especially encouraged to apply. Only short-listed candidates will be notified.

Application procedures:

Only Lao nationals are eligible to apply. The application, in a single PDF file, must include (i) a cover letter outlining clearly how the candidate meets the requirements of the position, (ii) a detailed CV, and (iii) MRC Personal History Form. The position title and division must be indicated in the cover letter. MRC offers challenging job with attractive compensation package.

The application should be sent to:

Mekong River Commission 
Office of the Secretariat in Vientiane (OSV)
P.O. Box 6101, 184 Fa Ngoum Road
Vientiane 01000, Lao PDR
Email: mrcs@mrcmekong.org

Closing date for applications:  19 December 2017