Administrative Secretary (Re-announcement)

Contract Type: Fixed-term appointment

Post level: M-07

Duration of service: One-year contract renewable

Work Location: Office of the MRC Secretariat in Vientiane, Lao PDR

Division/Section: Finance and Administration Section (FAS)

Key Responsibilities:

Chief FAS Office:

• Screens all incoming correspondence, documents and reports, routes to the supervisor with full background material, ensures timely distribution and follows up on deadlines.
• Assists in the preparation, arrangement and processing of documents, coordination for meetings.
• Co-ordinates travel requirements of the officers/consultants of the section including visa, transportation, travel arrangements, obtain travel advance (DSA), calculation and process for reimbursement of travel claims/official expenses, etc.
• Drafts routine correspondence and type correspondence/reports in MRC standard format
• Establishes and maintains filing system. Opens, organises and maintains general and project files with an appropriate system for easy searching and follow-up.
• Responsible for stock of office supplies, office equipment maintenance and other services
• Prepares and maintains monthly attendance report of the staff of the section. Prepare Quarterly Travel Plan (QTP) for FAS staff in two offices
• Maintains updated list and details of relevant contact persons, organisations and stakeholders.
• Contacts and receives visitors and guests and provides them administrative and logistic support.

Procurement:

• Maintains local vendor list to include information on pricing, conditions of offer, payment conditions and payment schedules;
• Assists the procurement team in the preparation of purchase orders and facilitate physical purchases.
• Assists in the preparation and processing of documents for procurement related activities
• Registers incoming PR and correspondences and distribute to the responsible person in a timely manner during the absence of the Finance and Procurement Secretary.

Qualifications/Requirements:

• University degree in one or more of the following disciplines; business administration and/or public administration or related fields.
• At least five years of experience in secretarial or administrative work, preferably in an international organization.
• Ability to work with minimum supervision. Ability to draft substantive correspondence.
• High proficiency in the use of personal computers. Typing speed of at least 45 wpm.
• Good written and spoken English required. Knowledge of more than one riparian language would be an advantage.

Application procedures:

Only Lao nationals are eligible to apply. The application should 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 section/division must be indicated in the cover letter

The application should 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/section must be indicated in the cover letter. 

Closing date for applications:

7 June 2013

The Term of Reference can be downloaded from the links below. Qualified female candidates are encouraged to apply. Only short-listed candidates will be notified.

The application should be sent to:

Mekong River Commission
Office of the Secretariat in Vientiane (OSV)
P.O. Box 6101, 184 Fa Ngoum Road
Ban Sithane Neua, Sikhottabong District,
Vientiane 01000, Lao PDR.
Tel: (856) 21 263 263
Email: mrcs@mrcmekong.org

Downloads

Job Description

MRC Personal History Form