Position : Project Office Manager (Lao national) Location : Vientiane Capital (Xaythani District) Contract Length : 56 months (Long term) Organization : SOFRECO is a leading company in consultancy and technical assistance for sustainable economic and social development.
The Office Manager will be in charge of the execution of the following tasks:
ORGANISATION AND OFFICE MANAGEMENT ISSUES • Organise and supervise all of the administrative activities that facilitate the smooth running of the office; • Dealing with post and emails: process all project correspondence as well as opening, prioritizing and filing all incoming and sent information, letters, faxes, important emails etc. • Liaise with other agencies, organizations and groups. • Controlling the office budget: basic accounting activities, invoices filing, sending the accounts (debit note with supporting documents) in time to the headquarters. • Logistics: ordering stationery; ordering office furniture; • Scheduling appointments, meetings organisation, training or seminars organisation. • Arranging international and national travel, bookings, apartments finding, visa and registration; • Organizing meetings and appointments; • Answering phones, providing information and processing messages; • Liaising with members of the management team; • Dealing with complex queries and complaints on the telephone, by email and in person; • Organizing office maintenance and repair work; • Ensuring all office policies and procedures are being implemented; • Post advertisements for other staff recruitment for SOFRECO and assist SOFRECO for other projects preparation or implementation as required; • Inform the Team Leader, Deputy Team Leader, international experts, and the Project Director at SOFRECO Head quarter about any event which could hinder the project activities good implementation and suggest solutions if possible; • Check stock to determine inventory levels. Anticipate needed supplies. Verify receipt of supply.
MAINTAIN OFFICE RECORDS • Design filing systems. • Maintain records of all documentation, file materials, manage data entry and even set up databases and other relevant data information. • Ensure filing systems are maintained and up to date. • Define procedures for record retention. • Ensure protection and security of files and records. • Ensure effective transfer of files and records. • Transfer and dispose records according to retention schedules and policies. • Ensure personnel files are up to date and secure. • Keep up to date the office equipment list.
CAR MANAGEMENT • Organization and supervision of the vehicules utilization: management of the car planning meeting both the experts requests and the availability of vehicules for optimization • Management of the drivers time schedule • Supervision of the expense for fuel refilling, and of the fulfilling of the car book • Supervision of insurance, taxes and maintenance issues and consequent costs
PROJECT FACILITATION • Attend meetings, takes notes, write reports • Documents and report translation • Data entry • Workshops and survey facilitation
SOFRECO EXPERTS • Support Sofreco experts in organizing meetings and making appointments. • Prepare missions of the Sofreco experts to the field • Notify the Team Leader, Deputy Team Leader, and/or the Project Director of activities (meetings attended, missions etc.) executed by experts. • Participate to the coordination and facilitation of the reporting process (Field mission reports, TA team progress reports, and Specific technical reports) of the team members, especially in charge of supervising / supporting the report production and delivery of reports from National Experts in due time and due quality. It includes: the monitoring of the deliverable productions, the reminding of the deadlines to the other team members if needed, the formatting of reports if needed, the improvement of English language level, and the printing.
Other tasks as relevant may be required
PROFILE / SKILLS REQUIREMENT • University Degree • Experience in Office Management; • Experience in working in a multi-cultural team • Lao and English proficiency • Very good computer literacy including perfect knowledge of Microsoft Office – Word, Excel, PowerPoint • Organizational and logistical skills • A positive and learning attitude is awaited.
To apply for this post : Email your resume/CV with cover letter in English language to firstname.lastname@example.org
Closing date : 07/02/2020
Only short-listed candidates will be contacted for interview