Back Administrative Officer, EpiC Laos Project

PROJECT DESCRIPTION:

Meeting Targets and Maintaining Epidemic Control (EpiC) Project is a USAID-funded project managed by FHI 360 aimed at accelerating the Lao HIV/AIDS response to recruit, reach, test, treat and retain populations in HIV prevention, care, and treatment services. The project will focus primarily on MSM and transgender (TG) women

KEY RESPONSIBILITIES:

General duties

• Provide administrative support, including procurement, travel arrangement, filling and ensure that all office equipment and utilities are in good operating conditions.
• Performs other relevant duties as assigned.

  Procurement

  • Works in collaboration with concerned staff in country and APRO for procurement requests to ensure that all requests are made and processed in compliance with FHI 360’s policy and specific funding requirements (includes procurement of commodities, test kits and services equipment for research).
  • Surveys for reliable sources, locate and contact vendors, coordinates with internal and external parties for proposals/quotations.
  • Handles overall procurement process (includes preparing procurement request, requesting quotations, purchase orders, and reviewing invoices prior to submission to Finance).
  • Conducts receipt, storage and distribution of expendable supplies and non-expendable property.
  • Responsible for physical inventory of non-expendable equipment and handle disposal of obsolete item.
  • Establishes re-order points for expendable supply items.
  • Updates contract list and coordinate with regular contractors in renewing the contracts.
  • Develops and maintains information of all active vendors in the vendor database.

    Travel

    • Responsible for travel arrangement for travelers coming in and going out.
    • Arrange hotel reservation for FHI360 staff, consultants and visitors. Maintains data on hotels in Vientiane and other key provinces for future reference.
    • Handles logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiating with the selected hotel, coordinating with concerned staff at APRO in purchasing supplies for the events to clearing the expense with the hotel.
    • Performs other duties as assigned.

      KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:

      • With minimal supervision, manage high volume work flow.
      • Service minded well organized, strong negotiation and interpersonal skills.
      • Flexible approach to working hours and the ability to work under pressure with minimum supervision.
      • Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.
      • Knowledge of general office practices and organizational skills, administrative and planning skills.
      • Experience in providing procurement support, and basic knowledge of donor’s procurement policy.
      • Basic knowledge of air ticketing.
      • Good proficiency in computer software applications in particular Microsoft World, and Excel.
      • Good command of spoken and written English.
      • Report to supervisor on variances and status on regular basis.
      • Resourceful in gathering and providing information.

        TYPE AND NATURE OF CONTACTS:

        Frequent interaction with others within and outside the organization and ability to resolve problem situations with tact. Requires strong professional relationships with clients/customers.

        SUPERVISORY AND BUDGET RESPONSIBILITY:

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        None

        WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

        Ability to travel within the country.

        QUALIFICATIONS:

        • Bachelor Degree with at least 3-5 years of related experience that must reflect the knowledge, skills and abilities listed above.
        • Computer spreadsheet experience required.
        • Prior experience working with international NGOs and government organizations will be an advantage.
        • Position open to Laos nationals or individuals who have the legal authority to work in Laos PDR.

          This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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