Administration Assistant-Long-Term Consultant

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HELVETAS Laos is a development organization operating in Laos since 2001. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, using environmental resources in a sustainable manner.  Job title Administration Assistant-Long-Term Consultant Project ASEAN Swiss TVET Initiative (ASTI), in the Lao PDR Location Vientiane, Lao PDR  Duration of contract   1 July 2026 to 30 December 2026 Type of contract Consultancy Contract Main tasks  Prepare procurement documents for project activities in compliance with the procurement manual and established procedures.  Coordinate administrative, logistical, and operational arrangements for project activities, including venue setup, travel arrangements, accommodation, and flight bookings for staff and participants.  Support the preparation and coordination of workshops, meetings, training sessions, and other project activities.  Coordinate with vendors, consultants, staff, and partners on procurement, administrative, and operational matters.  Assist in reviewing supporting documents for advance requests, settlement submissions, and payment requests, and follow up on missing documents when required.  Maintain proper filing and documentation of project and financial records, including scanning, filing, and organizing both hard-copy and electronic documents.  Prepare attendance lists, meeting minutes, and activity reports, as required.  Ensure all administrative and financial documents comply with organizational policies, donor requirements, and established procedures.  Assist in asset and inventory management for project equipment and materials. Provide general administrative and operational support to the project team and perform other duties assigned by the supervisor related to project implementation. Qualifications Diploma in Administration, Finance, Accounting, or a related field.  At least 1–2 years of experience in administration, finance, procurement, or project support.  Experience working with development projects, NGOs, or international organizations is an advantage.  Knowledge of procurement and financial procedures is an advantage.  Strong organizational and time management skills.  High attention to detail and ability to manage multiple tasks simultaneously.  Good communication and coordination skills.  Proficiency in Microsoft Office applications, especially Word, Excel, and PowerPoint.  Good command of English and Lao, both written and spoken.  Ability to maintain confidentiality and handle documents in a professional manner. Application address To apply, please fill in your information here: https://forms.gle/BTBULnhZk9hJiAeB9 Deadline for application  4 June 2026 at 5 pm Laos local time Remarks Detailed Terms of Reference (ToR) are available via this link: https://shorturl.at/jU6hr Detailed job description can be made available on request to email address [email protected]   Only candidates who are shortlisted will be contacted for an interview. HELVETAS is a gender, culture, race, creed, political, and religion-neutral organization, promoting inclusion and tolerance, respect, and fair treatment for and between all employees, partners, contributors, participants, and beneficiaries.   Women and ethnic minority candidates are particularly encouraged to apply.

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