Assistant Administrative Officer at International Water Management Institute

Vientiane Capital, Vientiane Prefecture, Laos -

Full Time

Start Date

Immediate

Expiry Date

21 Dec, 25

Salary

0.0

Posted On

22 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Communication Skills, Interpersonal Skills, Team Collaboration, Document Management, Vehicle Management, Logistical Support, Attention To Detail, Microsoft Office, Data Analysis, Procurement, Record Keeping, Problem Solving, Multicultural Sensitivity, Time Management, Organizational Skills

Industry

Research Services

Description

The International Water Management Institute (IWMI), a CGIAR Research Center is seeking for a detailed oriented and multi skilled candidate to join its office in Vientiane, Laos as an Assistant Administrative Officer. The Assistant Administrative Officer is primarily responsible for providing comprehensive administrative support and ensuring 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 by: Coordinating and executing various administrative tasks. Streamlining workflows and managing resources. Optimizing processes to create a productive and organized workplace. By adhering to IWMI's administrative guidelines, this position plays a vital role in enhancing the overall effectiveness and functionality of the office, enabling the team to focus on their core responsibilities and achieve operational excellence. DUTIES & RESPONSIBILITIES: Liaison and Administrative Assistance, Act as the primary contact for interfacing with governmental departments, facilitating the procurement of work permits, entry visas, identification credentials, and multiple visas for both 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 conducting routine inspections, identifying and documenting technical issues, and coordinating necessary repairs to ensure vehicles remain in optimal condition. Conduct weekly reviews of vehicle logbooks to ensure accurate and up-to-date 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 on a monthly basis, ensuring it includes assets related to all projects. Refresh the contact directory for IWMI-SEA staff and associates every month. Operational and Logistical, Handle messenger duties and the procurement of office supplies, as well as handle in-person bill settlements and bank transactions that cannot be processed online. Provide logistical support for local events such as meetings, workshops, and trainings, including making hotel reservations and related arrangements. Ensure the upkeep of office equipment, such as printers, telecommunication devices, computers, and IT networks. Coordinate with service providers to maintain compliance with IWMI's policies in all service contracts. Record Keeping and Correspondence, Establish and maintain effective documentation systems, both physical and digital. This includes organizing storage rooms, office files, and electronic records. Manage incoming and outgoing correspondence, including the monthly pouch to IWMI's main office and any other required deliveries. Team Collaboration, Support the Carbon Footprint Team in their initiatives. Participate in team projects, delivering results as directed by the Country Representative or Administrative Officer. 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. Should possess a valid driver's license with an excellent track record. Desirable: Exposure in financial accounting or Enterprise Resource Planning (ERP) systems is considered an added advantage. KNOWLEDGE, SKILLS & ABILITIES: Essential: Proficiency in Microsoft office package especially in Word and Excel coupled with good computer skills to analyze data, consolidate information, and track measures. Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities. Strong interpersonal skills, coupled with the ability to work effectively in a team. Ability to establish and maintain effective working relationships with individuals in a multicultural and multidisciplinary environment, with sensitivity and respect for diversity. Demonstrated ability to achieve goals with minimal supervision, ensuring the timely delivery of administrative services. Proven skills to produce high-quality work with meticulous attention to detail and accuracy. Proficiency in Microsoft office package especially in Word and Excel coupled with good computer skills to analyze data, consolidate information, and track measures. This is a nationally recruited position and only Lao nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension. HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on September 30, 2025 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted. IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.

Responsibilities

The Assistant Administrative Officer is responsible for providing comprehensive administrative support and ensuring the efficient delivery of office services. This includes coordinating various administrative tasks, streamlining workflows, and optimizing processes to create a productive workplace.