Finance and Administration Assistant

This position will be based in Vientiane, Lao PDR, and report directly to GGGI Lao PDR’s Operations Officer, who leads the OEU. The position holder will work closely with other colleagues of OEU, other in-country staff, and liaise with key Operations Enabling Division units in GGGI’s HQ.

The primary role and responsibility of the Finance and Administration Assistant is to assist in maintaining and verifying project and output level budget execution and controls in line with GGGI policies and biannual work plan and budget (WBP); preparing project donor financial reports as per donor requirements; assisting the Operations Officer in drafting professional country-level operational guidance, conducting periodic asset counts, and supporting other OEU critical functions, such as but not limited to basic technology support, hiring and onboarding plans, contract management, raising requisitions and invoices for procurement of general supplies/IT equipment under the country threshold as well as supporting the logistics arrangement of the new project launching events as might be assigned by the direct supervisor.

The role of the Finance and Administration Assistant is to ensure process integrity in GGGI Lao PDR’s program operations, fully meeting established institutional policies, standards and donor requirements across budget execution, donor reporting, procurement, HR processes implementation, administration and other operational functions.

In addition, the Finance and Administration Assistant will:

• Assist in monitoring and reporting on project and workstream activities to ensure efficiency and consistency with established work plans to support programme management.
• Assist in supporting the monitoring of project budget and track expenditures to ensure that programme resources are optimally allocated and utilized.

Engagement:

• Assist the manager to advise the team on the procedures, policies and tools of all operational transactions.
• Assist the manager to identify issues from across projects and workstreams and to advise project staff on remedial measures in order to maintain integrity of delivery and improve operational processes to increase efficiency.
• Communicate programme needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Collaborate with other country teams, units, and divisions of GGGI on identified joint activity opportunities to ensure integrated delivery as “One GGGI”.

Delivery:

• Verify data and ensure data entry and document consistency from spending and expenses of specific project/output management.
• Assist in managing the inventory of the assets of the Program including conducting periodic physical asset counts.
• Assist in identifying issues and risks that will affect consistent program and delivery and report to the manager.
• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders upon guidance from the supervisor.
• Develop, monitor/manage detailed procurement plans, requisition procedures, budget execution plans and schedules in line with yearly work programs and budget lines upon guidance from the supervisor.
• Consolidate financial documentation for projects and ensure accuracy of project financial reporting.
• Assist the direct supervisor in drafting proper operational guidance which might arise from the operations.

Qualification:

• Bachelors degree or equivalent in business administration, economics, finance, accounting, statistics or other related field of study required.
• Experience in the provision of financial and administrative services in any field, and either private or public sector, will be an advantage.
• Preferably 1 year of professional experience, including internship experiences.
• Strong competence in the use of standard software programs: Excel, Word, PowerPoint and Outlook.
• Self-motivated, detail-oriented individual with good organizational skills.
• Excellent communication in English and Lao.
• A quick learner with ability to work under high pressure and tight deadlines.

Source: https://careers.gggi.org/vacancy/finance-and-administration-assistant-578235.html