Admin Assitant

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type

Local – Fixed Term Employee (Fixed Term)

Job Description

Office Admin & Logistics support

• Maintain Office facilities (including equipment, supplies and meeting facilities) are functioning and in working order.
• Maintain the inventory of stationery and office supplies, ensure the supplies are ordered on a timely basis and are available at all times. Maintain stationary stock records.
• Track & monitor report of office utilities, telephone, and occupancy cost.
• Track and monitor report of vehicle usage and maintenance.
• Supervise office security/guard and cleaning services of office and office garden.
• Arrange meeting venues, food, and local transportation for NO activity as and when needed.
• Supervise for a proper handling of logistics, postage and shipping for WVI Laos.
• Be responsible for collection of all invoices from suppliers (hotel, telephone, electricity, water, other utilities, car rental etc) on a regular basis and submit to finance for timely payment.
• Be responsible for getting, monitoring and tracking all official letter to government and vice Versace.
• Provide active support in getting appropriate VISA for official visitors to WVI Laos (Draft letters and approval request).
• Be responsible for all international logistics tasks including air ticket reservation, hotel and logistics arrangements for international visitors and importation of Goods. Assets/Inventory/Fleet Management
• Be custodian of Fixed and Non-Fixed Assets.
• Monitor and ensure that assets numbers are given on all WVL assets and annual assets verification is conducted accordingly.
• Conduct physical assets verification twice in a year in national office and get it certified by Support Services Manager & Finance Manager
• Manage and properly maintain WVI Laos fleets and assign as required to projects per MOU requirements and WVI fleet management standards.
• Monitor coverage/ renewal of all vehicle insurance on time. Process for any claim in case of any incident.
• Initiate regular maintenance of all official vehicles.
• Maintain assets register with clear description of all assets if that includes part of any signed MOU or not. Support all assets part of MOU signed with Government are handed over at the end of the project period.

Security Management

• Carry out the tasks assigned by Security and Admin Coordinator on ensuring the physical safety of World Vision International Laos Staff and assets.
• Assist Security and Admin Coordinator to update security protocols to staffs, visitors, guests in WVI Lao PDR
• Take appropriate security measures to keep office assets, property, staffs, guest, and visitors safe.

Additional Responsibilities.

• Carry out any additional responsibilities as assigned by Security & Admin Coordinator, Support Services Manager and Finance and Support Service Director
• Act as Central Receiver in Provision