National Administrative and Logistics Assistant

The National Administrative and Logistics Assistant provides administrative, logistical, operational, and office support services to facilitate effective implementation of FAO programme and project activities in compliance with FAO administrative, financial, procurement, and operational procedures. The role supports programme and project implementation through clerical tasks, logistical coordination, procurement support, and liaison with stakeholders.

Responsibilities

• Provide administrative and clerical support for programme and project implementation.
• Draft, type, format, and file correspondence, letters, reports, meeting minutes, and other official documents.
• Maintain proper filing systems, both electronic and hard copy, ensuring accurate documentation and confidentiality.
• Receive, screen, and route incoming correspondence, telephone calls, and visitors appropriately.
• Support photocopying, scanning, printing, binding, and distribution of documents and materials.
• Monitor office supply inventory and coordinate replenishment of stationery and office consumables.
• Assist in maintaining office facilities, meeting rooms, and office equipment in good working conditions.
• Coordinate incoming and outgoing mail, courier services, and document dispatch.
• Assist in ensuring a clean, organized, and functional office environment.
• Coordinate logistical arrangements for meetings, workshops, trainings, conferences, and field missions.
• Arrange travel authorizations, flight bookings, accommodation, transportation, visas, and related logistics for staff, consultants, and participants.
• Create vendors, Travel Authorizations (TAs), and Travel Expense Claims (TECs) in the FAO Global Resource Management System (GRMS).
• Compile and verify supporting documents for payments, travel claims, workshop expenses, and liquidation of advances in compliance with FAO rules and procedures.
• Coordinate workshop venues, catering services, interpretation services, and meeting facilities.
• Prepare and distribute workshop materials, agendas, attendance sheets, and meeting packages.
• Support field missions and operational activities, including transportation and logistics coordination.
• Coordinate vehicle requests, drivers’ schedules, and transportation arrangements for official activities.
• Liaise with hotels, transport providers, suppliers, and other service providers to support operational activities.
• Support inventory management, asset tracking, and maintenance records for office and project equipment.
• Prepare procurement requests, requests for quotations, bid documentation, and vendor communications.
• Support collection and verification of supporting documents for procurement and payment processing.
• Assist in preparing operational and activity-related payment documentation.
• Maintain procurement and financial records and ensure proper filing of supporting documents.
• Assist in compiling administrative and operational cost estimates for meetings, workshops, travel, and logistical activities as required.
• Liaise with government counterparts, project partners, service providers, and stakeholders on administrative and logistics matters.
• Coordinate internal communication and administrative follow-up related to programme implementation.
• Support scheduling of meetings, appointments, and project activities.
• Provide administrative and logistical support during official meetings, workshops, training sessions, and events.
• Support communication and coordination between project teams and operational units.

Requirements

• University Degree in Administration, Finance, Accounting, Economics, or related field.
• Minimum of 2 years of experience in general project/office administrative, operations activities related to procurement, and financial support.
• Working knowledge in English and Laos.
• National of Lao PDR.
• Computer literacy: proficient in Microsoft Office Word and Excel applications.
• Extent and relevance of experience in project implementation and administration support in UN agencies would be an asset.

Skills

• Project Administration
• Office Operations Coordination
• Procurement Support
• Financial Support
• MS Word
• MS Excel
• Logistics Coordination
• Stakeholder Liaison
• Project Implementation
• Administrative Procedures
• Financial Procedures Support
• Procurement Procedures
• Operational Procedures

Languages

English, Lao