Administrative Assistant for Country Partnership formulation Programme

The Administrative Assistant supports the formulation of the Programme for Country Partnership (PCP) in Lao PDR by providing administrative, coordination, and logistical support. The role involves data collection, document verification, assisting in monitoring and evaluation plan development, supporting communication and partnership activities, and providing administrative support for project coordination and events.

Responsibilities

• Compile general background information from readily available sources on economic and social factors for an assigned sector, area, country or programme/project; design and draft supporting flow charts, schedules, graphs and tables.
• Coordinate with substantive and support units to collect and verify documents and data, and prepare basic information needed for planning and negotiation in line with the agenda or the supervisor’s instructions.
• Review project documents for clarity, consistency and completeness.
• Assist in fine tuning PCP document by incorporating comments of counterparts, development partners, UN colleagues and technical colleagues, and reviewing the Lao translation.
• Support the preparation of the monitoring and evaluation plan and assist in compiling partner information for the PCP by coordinating inputs, gathering basic data, and ensuring documents are complete and aligned with the supervisor’s guidance.
• Assist in liaising with counterparts to help organize national consultation and validation meetings, and support logistical arrangements for the signing of the PCP.
• Finalize the design of communication materials including standees, factsheets, and others as required to promote PCP visibility.
• Support the identification of potential areas for intervention and assist in compiling information for the development of project concepts in line with PCP priorities.
• Assist in collecting and organizing relevant data and background information, and support the preparation of draft concept notes as well as the formulation of the PCP document.
• Provide administrative and organizational support for coordination meetings, events, study tours, training programmes, workshops, etc.
• Process all payments through relevant accounts and liaise with UNIDO Office Operation Assistant and UNIDO HQ to clear all payments in a timely manner.
• Assist in drafting reports and carrying out ad‑hoc assignments and basic research activities, as well as support other tasks requested by the UNIDO Country Representative.

Requirements

• Completed higher secondary education (high school diploma or equivalent) is required.
• Formal administrative/secretarial/clerical training or equivalent is desirable.
• Credit towards total working experience may be considered on a year-by-year basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree) in a relevant field to the post.
• A minimum of eight (8) years of work experience in the related fields of the post is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is desirable.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.
• Fluency in written and spoken English and Lao is required.
• Fluency and/or working knowledge of another official UN language is desirable.

Skills

• Office Procedures
• Project Administration
• Finance and Accounting
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Internet Research
• SAP
• ERP Software
• Data Collection
• Document Verification and Processing
• Monitoring and Evaluation
• Project Coordination
• Event Support
• Administrative Support
• Multicultural Environment Experience

Languages

English, Lao