LAO PDR: ADMINISTRATION AND PROCUREMENT ASSISTANT

Please note that the deadline is based on Korean Standard Time Zone (KST, UTC+9)

INTRODUCTION TO GGGI

The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page. 

POSITION SUMMARY

GGGI Lao PDR is seeking an Operations Assistant to support project implementation and operational teams. The role includes assisting international staff with visa and work permit processes, managing office facilities, handling petty cash, organizing events, and coordinating logistics. This position is part of the Operations Unit and will provide essential administrative and procurement support to program teams.

PURPOSE

• Being a focal point of all operational activities related to procurement of suppliers of low value, including registering and managing general suppliers of goods and services to GGGI in Lao PDR.
• Ensure the delivery of procurement components of general (non-project) events, such as workshops, trainings etc.
• The office petty cash handling including the accompanying administration
• Ensure an adequate and timely adoption of GGGI's policies, regulations and relevant decisions pertaining to procurement by the country office
• Ensure that GGGI operates in compliance with Lao PDR's laws and regulations, ensuring the adequate implementation of the Host Country Agreement (HCA) signed between GGGI and the Government.
• Lead on obtaining visas, permits and other residency related materials and requirements for international staff and international consultants as required.

ENGAGEMENT

• Build relationships and coordinate with all relevant Ministries in relation to the HCA and the legal requirements for the international staff members, this includes -but is not limited either - MOFA and MOF.
• Working closely with the Lao PDR Senior Management and Operations Team on all aspects related to the above-mentioned tasks. Support other Program Assistants where needed in relation to office supplies and low value procurements.
• Oversee, support and motivate GGGI in-country staff and individual consultants to know and adopt efficiently and effectively GGGI's rules, regulations, processes and systems related to procurement and correct event delivery
• Support any other FSC operations as required by the Country Representative or FSC Lead or FCS colleagues in Head Office.

DELIVERY

[Low Value Procurement]

• Being a focal point of procurement for all general suppliers of goods and services, and liaise with programmatic teams to ensure that procurement matches country teams and project requirements

• Ensure that all procurement undertaken within the country program meets GGGI’s internal policies and procedures (compliance) and demonstrates best practice

• Guide country staff on good procurement practice and ensure timely smooth procurement of goods and services

• Liaise closely with HQ units, including the Procurement Unit, and address and solve issues proactively

• Identify and anticipate administrative issues and provide remedial solutions for any OED related issue, ensuring consistent and high-quality service delivery

[Petty Cash Handling]

• Being a focal point for Petty Cash handling within GGGI Lao PDR using cash, QR code or prepare bank payments executed by other team members.

• Ensure appropriate petty cash receipt handling and administration

• Support monthly reporting on Petty Cash payments

[Events]

• Act as the Events Coordinator within the GGGI Lao PDR office for general (all staff) events, facilitating and ensuring event management in coordination with other colleagues and teams. This includes, but is not limited to, quarterly meetings and all staff trainings.

REQUIREMENTS

QUALIFICATIONS

• A minimum of bachelor’s degree in a relevant topic.
• Experience in the provision of administrative services in any field, and either private or public sector, will be an advantage.
• Preferably at least 2 years of professional working experience.
• Self-motivated, detail-oriented individual with good organizational skills.
• Excellent computer skills with experience in Microsoft Office, especially Excel.
• Excellent communication in English and Lao
• Proven analytical and report-writing skills are an advantage.

FUNCTIONAL

• Ability to work and thrive in a diverse and multi-cultural work environment.
• Good communication and presentation skills required to
• Ability to work independently with limited supervision and to operate effectively in a team environment.
• Familiarity with petty cash handling would be an added advantage.
• Ability to prioritize work
• Ability to build a network and good connections with counterparts

CORPORATE

• Able to maintain up-to-date knowledge on trends, concepts and practices related to the area of work.
• Able to deliver proactive and effective, customized services and products to clients.
• Able to uphold GGGI's reputation by exemplifying the highest standards of honesty and integrity in professional and personal conduct.

INTRODUCTION

The GGGI Lao PDR program has been expanding rapidly in the areas of climate change, green cities and green investment mobilization. Since 2019, GGGI Lao PDR has been implementing a 5-year program covering solid waste management, sanitation and green city planning in Vientiane and Pakse, with support from KOICA. GGGI has also been implementing projects supported by the Green Climate Fund in green finance, capacity building, climate modelling, energy efficiency, electric mobility and climate policy. In addition, GGGI Lao PDR is working with a range of other partners to engage and implement climate solutions in Lao PDR including but not limited to the Governments of New Zealand and Australia. Currently the GGGI Lao PDR team exists of around 45 staff members including 8 internationals.