PURPOSE OF THE POSITION
World Vision (WV) has recently been awarded an 11.1 million EUR grant from the European Union (EU) to lead a consortium of partners to implement their Accelerating Health Agriculture and Nutrition (AHAN) project under pillar three of the EU’s Partnership for Improved Nutrition in Lao People’s Democratic Republic (PDR). Consortium partners include World Vision Australia (lead) with 4 implementing partners: World Vision Laos, Agronomes et Vétérinaires Sans Frontière (AVSF), Green Community Development Association (GCDA) and the Burnet Institute.
Commencing on the 1st of October 2017, this 48 month project has the overall objective of creating supportive conditions for enhanced household (HH) nutrition through the following specific objectives:
1) Improved access to and availability of sufficient and/or diverse foods year round; 2) Improved dietary and care practices among Women of Reproductive Age and children under 5; 3) Reduced incidence of selected Water, Sanitation and Hygiene (WASH) related diseases/illnesses linked to undernutrition; 4) Improved gender equitable relations at the HH level, particularly in decision-making and distribution of workload; and 5) Strengthened multi-sector coordination and support for nutrition. The project will be implemented across three provinces and 12 districts of Lao PDR.
The Administrative Officer will be responsible for providing administrative and logistic support to project staff, including project manager. Responsible for coordination of the project drivers.
Objective 1 : Lead the logistics activities related to the AHAN project
Receive internal order forms, sort and group them;
Organize the purchases and ensure that the internal procedures are respected;
Do market assessment;
Ensure delivery to the programmes;
Ensure proper stock management.
Manage the base’s vehicle park and equipment:
Ensure follow-up of the fleet (repairs, maintenance, consumption) ;
Participate in planning what the vehicles are to be used for;
Ensure that the equipment is used properly
Manage the restoration and maintenance:
- Participate in the security management.
Objective 2 : Supervise the drivers team
- Draw up a work plan;
- Carry out appraisal interviews
- Provide technical support to the team if necessary.
Objective 3: Responsible for the administrative of the offices Salavan, Attapeu
Receives people visiting the office, and directs them to those concerned
To follow up relationship with the suppliers, and send them proof of payments done when required
To support the needs of booking, and quotations enquires
To respect ACF purchasing procedures when giving an advance and to report to the Log Administrator Coordinator if these procedures are not respected
If necessary to finalize the first draft of contracts with supplier and/or consultants with the collaboration of the Finance/Admin Manager
If necessary, to inform logistic department on the purchasing procedures and on the standard information needed on invoices
- To file all the documents related to administration and logistic in order, and respecting the procedure required by WV and by donors
Oversee the Project Administrative functions include fixed Asset, Fleet, and Office facilities management to ensure efficient and consistent operations as the organization scales.
Ensures for a proper coordination of Supply Chain business processes for an optimal interface between the supply chain and business units relates to the procurement and logistics functions
Ensure all office facilities at Savannakhet, Salavan and Attapeu Office is in functioning working order, including office premises, training facilities, etc.
Ensure all AHAN Project assets are registered and a proper approval were obtained prior to any movement of transfer or disposal.
Ensure a proper monthly spending report of utilities, telephone, and occupancy of all offices completed and report accurately.
Carry out any additional responsibilities as assigned by the Finance and Admin Team Lead
KNOWLEDGE, SKILLS AND ABILITIES
Bachelor’s degree (Administration, Business, or similar field).
At least a University degree and 3 years’ experience in community development with a focus on logistic and administration
Technical training and demonstrate knowledge on logistic and administration
Good understanding of Lao Government policies, laws, and institutions and ability to work together with various stakeholders.
Ability to identify and plan work strategically and to work to deadlines.
Excellent oral and written communication skills in English and Lao.
Ability to train others, ability to provide technical guidance and support to operation staff.
Possess strong organizational, computer, and writing skills.
Ability to function efficiently and effectively with little day-to-day supervision.
Willingness to travel to the districts and villages on a frequent basis.
Experience supporting logistic and administration in NGO context
The Administrative Officer will be based in Savannakhet with frequent field travel to target districts 20% of the time.