Assistant Administrative Officer

IWMI; Montpellier; Sur place; EUR 20 000 - 40 000; Plein temps

Résumé du poste

An international research institute is seeking an Assistant Administrative Officer in Montpellier. The role involves providing comprehensive administrative support, managing vehicle documentation, and ensuring efficient office operations. Ideal candidates should have a Bachelor's degree and at least 2 years of relevant experience. Competitive salary and benefits package are offered.

Prestations

Health insurance

Life insurance

AD&D insurance

Long-term disability coverage

Qualifications

• 2+ years of experience in administrative functions with increasing responsibility.
• Valid driver’s license with an excellent track record.

Responsabilités

• Act as the primary contact interfacing with governmental departments.
• Oversee vehicular paperwork and maintenance processes.
• Manage office supply procurement and logistical support for events.
• Establish and maintain effective documentation systems.

Connaissances

Proficiency in Microsoft Office (Word and Excel)

Excellent oral and written English communication

Strong interpersonal skills

Attention to detail and accuracy

Formation

Bachelor’s degree in business management or related discipline

Description du poste

The International Water Management Institute (IWMI), a Research Center, is seeking a detail-oriented and multi-skilled candidate to join its office in Vientiane, Laos as an Assistant Administrative Officer.

The Assistant Administrative Officer provides comprehensive administrative support and ensures the efficient delivery of office services by implementing IWMI's established administrative systems and procedures. The role's core objective is to facilitate the smooth functioning of the office environment.

Responsibilities

• Liaison and Administrative Assistance: Act as the primary contact interfacing with governmental departments, facilitating the procurement of work permits, entry visas, identification credentials, and multiple visas for team members and guests.
• Oversee all vehicular paperwork processes, such as the acquisition and renewal of B-50 forms, driving permits, vehicle registration, and other related documents for both the office and international personnel.
• Coordinate with local agencies for vehicle quota allocations as required for international staff.
• Vehicle Management: Oversee the condition and maintenance of all IWMI vehicles, including routine inspections, identifying and documenting technical issues, and coordinating repairs to keep vehicles in optimal condition.
• Conduct weekly reviews of vehicle logbooks to ensure accurate records for each project. Prepare and submit monthly fuel consumption summaries to headquarters, categorized by project usage.
• Asset and Contract Management: Update the IWMI-SEA (Southeast Asia) office inventory list monthly, including assets related to all projects, and refresh the contact directory for IWMI-SEA staff and associates.
• Operational and Logistical: Handle messenger duties and the procurement of office supplies, in-person bill settlements, and bank transactions that cannot be processed online. Provide logistical support for local events (meetings, workshops, trainings), including hotel reservations and related arrangements. Ensure upkeep of office equipment (printers, telecommunication devices, computers, IT networks) and coordinate with service providers to maintain policy compliance in service contracts.
• Record Keeping and Correspondence: Establish and maintain effective documentation systems (physical and digital), organize storage rooms, office files, and electronic records. Manage incoming and outgoing correspondence, including the monthly pouch to IWMI's main office and other deliveries.
• Team Collaboration: Support the Carbon Footprint Team initiatives and participate in team projects, delivering results as directed by the Country Representative or Administrative Officer.

Qualifications

Educational Qualifications & Experience

• Essential: Bachelor’s degree in business management, business administration, commerce, or a closely related discipline.
• At least 2 years of highly relevant experience in administrative functions with increasing levels of responsibility.
• Valid driver’s license with an excellent track record.

• Desirable: Exposure in financial accounting or Enterprise Resource Planning (ERP) systems is an added advantage.

Knowledge, Skills & Abilities

• Essential: Proficiency in Microsoft Office (Word and Excel), with strong data analysis, information consolidation, and metrics tracking abilities.
• Excellent oral and written English communication, including strong listening skills.
• Strong interpersonal skills and ability to work effectively in a team.
• Ability to establish and maintain productive relationships in a multicultural and multidisciplinary environment with sensitivity and respect for diversity.
• Proven ability to achieve goals with minimal supervision and timely delivery of administrative services.
• Attention to detail and accuracy in producing high-quality work.

Benefits

This is a nationally recruited position and only Lao nationals will be considered. IWMI offers a competitive salary and benefits package, including health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The contract initially runs for three years with the possibility of extension.