Administrative Associate

• Responds to the team requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
• Schedules meetings and meeting arrangements and provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
• Provides administrative support to staff for copying, faxing and large- scale mailings.
• Communicates with both internal and external personnel as required.
• Maintains and updates records of all administrative related document e.g. services contracts etc.
• Ensures that all project equipment and utilities are in good operating conditions and arranges for necessary/schedule repairs.
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• May handle special projects and execute research and data analysis tasks and performs desktop publishing.
• Creates and develops visual presentations and Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
• Establishes, develops, maintains and updates filing system and retrieves information from files when needed.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department.
• Arranges complex and detailed travel plans and itineraries.
• Compiles documents for travel- related meetings and processes travel expense forms.
• Prepares agendas, notices, minutes and resolutions for corporate meetings and assists with coordination of meetings, facilities planning and logistics required and takes minutes, prepare and distribute to appropriate staff.

Procurement

• Works in collaboration with concerned staff at FHI 360 LINKAGES for procurement requests to ensure that all requests are made and processed in compliance with FHI 360’s policy and specific funding requirements.  This includes procurement of commodities and services such as furniture, office supplies, office building and equipment maintenance, messenger and cleaning services, as well as technical items such as office equipment, and specialized equipment for research.
• Surveys for reliable sources, locate and contact vendors, coordinates with internal and external parties for proposals/quotations.
• Handles overall procurement process, which includes preparing procurement request, requesting quotations, coordinate with LINKAGES team to finalize purchase orders, and reviewing invoices prior to submission to APRO Finance for payment.
• Conducts receipt, storage and distribution of expendable supplies and non-expendable property.
• Responsible for physical inventory of non-expendable equipment and handle disposal of obsolete item.
• Establishes re-order points for expendable supply items.
• Updates contract list and coordinate with regular contractors in renewing the contracts.
• Develops and maintains information of all active vendors in the vendor database. 

Travel

• Responsible for travel arrangement for travelers coming in and going out.
• Arrange hotel reservation for LINKAGES staff, consultants and visitors.  Maintains data on hotels in Vientiane and other key provinces for future reference.
• Handles logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiating with the selected hotel, coordinating with concerned staff at APRO in purchasing supplies for the events to clearing the expense with the hotel.
• Serves as the point of contact for the ISOS travel data tracking by working with concerned staff at APRO on quarterly basis.
• Provides update travel schedule to FHI 360 LINKAGES team.

Contribution

• Acts as a liaison with other departments and outside agencies
• Handles confidential and non-routine information and explains departmental policies when necessary.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes and responsible for accuracy and clarity of final copy.
• Coordinates special projects, at the request of management, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
• Assigns work/task responsibilities for projects as directed by management.
• Assists with the gathering, compiling and evaluation of project due diligence data and be familiar with departmental guidelines.
• Enforces and adheres to organization policies and procedures including corporate guidelinesand best practices.
• Assists supervisors in ensuring project administration and operation runs smoothly.
• Handles petty cash requests and payment as well as procurement process of office supplies and administrative services.
• Coordinate necessary arrangements for international visitors, including travel logistics, meetings with divisional staff and other organizations.
• Assists supervisor in logistic arrangements for conferences, workshops and meetings.
• Use initiative to improve work flow and improve systems for clerical functions.
• Prepare trip accounting folders and assist in securing visas if necessary.
• Track voided and refunded tickets from travel logs.