Save the Children recruits a Project Support Officer LEAPS – (2000036B) – Vientiane Capital

The role

We are currently looking for Project Support Officer LEAPS based in Vientiane Capital

Role Purpose

The Project Support Officer LEAPS is responsible to assist the Head of Sector, Programme Manager and Curriculum and capacity building specialist in day to day routine office works for smooth running of the education office and will provide secretarial supports in admin, procurement and field management for education. This post will also assist the sector staffs to arrange the Trainings, Meetings, Workshops, Coordinates and works closely with field team and government partners on daily work of project activities and tracking the work progresses and budget expenditures.

The Project Support Officer will be closely supported by his/her Supervisor (Programme Manager) on a regular basis.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREA OF ACCOUNTABILITY

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

v  Administration:

  • Day to day routine office works for smooth running of the education office and will provide secretarial supports in admin, procurement and filed management for education.
  • Support line managers in the preparations Project Meetings by setting up the agenda, organizing the meeting facilities, transport, equipment, etc.
  • Assist line manager to arrange trainings for the relevant counter parts (particularly TOTs) including coordinate and work closely with field team on daily work of project activity implementation as assigned by line manager.
  • Take minutes and prepares and summarizes documents
  • Scan, print and photocopy documents, as required.
  • Arrange and book hotel reservations for official trips for sector staffs, consultants, and visitors, etc.
  • Arrange the means of transport for official trips for all SC staff, including SC staff
  • Responsible for internal communications, team meeting minutes and liaison with Vientiane Office
  • Maintain records of all messages, mails and telephone calls received
  • Manage the inventory, stocking of all office supplies to ensure that they are adequately stocked and properly maintained (programme supplies, stationary, sundries, etc)
  • Inform project managers/field managers of major tasks to be done every week and update on problem issues on daily base.
  • Visitor register and pick up phone office call
  • Liaise with the local and central government offices to facilitate the implementation of the project
  • Prepare and draft official letters, documents both in Lao and English as required
  • Provide written and oral translation when requested
  • Conduct reception duties and receive visitors to the programme

v  Logistics:

  • Working with procurement to coordinate the purchase of supplies and equipment in a timely manner, according to received requests and SCI’s procedures, and in compliance with donor requirements.
  • Appropriately tag and maintain asset and inventory records for all equipment.
  • Assist in management of logistical systems and procedures
  • In coordination with Admin, make all travel arrangements Education, Lao government partners for both domestic and international travel, and assist with visitor travel, as requested.
  • Responsible for processing all the travel advances, claims and advance settlements in accordance with the approved cost norm
  • Assist in budget estimating and planning for all workshops, meetings and training in compliance with SCI and donor guidelines and regulations.

v  Budget and Expenditure tracking

  • Assist line manager to check and monitor budget in accordance with Project Operation Plan /activity work plan time to time and track the monthly expenditure.
  • Ensure that project expenditure is coded correctly and consistently and is in accordance with approved project budgets.
  • Monitor expenditure on a monthly basis against the approved project budgets.
  • Regularly discuss with finance concerning financial reporting issues, errors, trends, payment delays and related matters.

v  Policy and compliance:

  • Ensure to follow SCI HR policies (e.g. sick leave, annual leave, working hours, etc)
  • Comply with GoL procedures and policies compliant to the SCI Laos mission and vision as well as with donor contractual obligations and the need to ensure project quality.
  • Undertake all areas of responsibility in a professional manner and in a way that enhances the reputation of the projects and the reputation of SCI in Lao PDR.

v  Relationships:

  • Establish and maintain positive working relationships with partner/stakeholders and other institutions involved in the projects.
  • Develop, maintain and strengthen relations with other agencies working in the same geographic or technical areas.
  • Preparation documents and coordination with MOES for training, workshops and project site visiting

v  AOB:

  • Perform other tasks and duties that directly relate to his/her function as assigned by the line and dott line managers

Qualifications

  • Bachelor in Business Administration or similar field preferred

Experience and Skills

  • Minimum 1-2 years of professional experience in finance, logistic and administrative functions;
  • Experience in Education or Basic Education activities is an advantage;
  • Excellent written and spoken English skills;
  • Outstanding Lao written skills;
  • Good IT skills in general MS Office software;
  • Demonstrated ability to work independently and in timely manner;
  • Willingness to work long hours during peak work times and travel to the province
  • Highly confidential and pleasant character and willingness to serve staff.
  • Possesses very good team work spirit and experiences in cross and diversity culture and working environment;
  • Good understanding of current development trends and local context
  • Proven ability to build strong relationships with local government agencies and communities

Contract length: fixed term

 

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 (ໃບ້ແຈ້ງໂທດ) later. 

Apply online via li 

Please indicate the title of position in your application and also mention the location you apply to Closing date for applications is: 28 June, 2020. Only shortlisted candidates will be contacted.

 

Apply here