Senior Project Coordinator

The role

We are currently looking for Senior Project Coordinator based in Vientiane Capital

Role Purpose

Save the Children International (SCI) together with WMP and the Ministry of Health implemented Phase 1 in Laos PDR in 2022-2023 across 32 villages in Chanthabouly and Xaysettha districts, Vientiane. The new scale-up Phase II, SCI will continue collaboration with the Department of Communicable Disease Control of the Ministry of Health (DCDC, MOH) and WMP with an overall goal of contributing to the reduction of dengue transmission in Laos. SCI will work with the Ministry of Health and the provincial health offices in the selected locations in Vientiane Capital to support releases of Wolbachia-carrying Ae. aegypti.

The Senior Project Coordinator is responsible for timely and effective assisting and processing of requests according to the organization’s procedures and S/he is responsible for maintaining and facilitating the smooth, effective and timely operations support to the DDDiL (Driving Down Dengue in Laos) project team. The post holder is responsible for providing assistance of financial, budget, logistic and administrative functions to enable the operations and programme activities implementation to be done in timely manner. The incumbent also acts as a coordinator with the partners of the project; and as a focal person for secretarial work of DDDiL project. The post holder will report to the Project Manager, but must work closely with other teams/units of SCI and establish effective relationships with them.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly..

KEY AREA OF ACCOUNTABILITY

Ensure they and their team fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.

Conduct themselves and ensure their team conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

• Support project manager for all related work of DDDiL project.
• Appropriately tag and maintain asset and inventory records for all equipment.
• Support processing of consultant and contractor requests to HR, ensuring timely posting, and recruitment processes.
• Track end-dates of consultants and contractors’ contracts, track number of days used and remaining days, track deliverables and timing to ensure on-time submissions.
• Participate in other SCI/project activities where required.
• Regular travel to project sites.
• Assist in preparing project team members advances requests, claims and advance settlements in accordance with the approved cost norm
• Assist in ensuring the project team members comply with donor(s) and organization financial and other relevant management guidelines and policies
• Help in coordinating with finance and award management teams for financial and budgeting compliance
• Assist project manager to control financial planning and reimbursements/payments
• Assist in budget estimating and planning for all workshops, events, activities, meetings and training under DDDiL project in compliance with SCI and donor guidelines and regulations.
• Assist Project Manager in monitoring the correct and adequate use of project(s) funds, project chart of account (COA)
• Assist to monitor the transaction list on the BvA of the project.
• Support processing of Project team members’ allowance-related receipts.
• Responsible for day-to-day office management and project/team administration.
• Responsible for DDDiL Project reception and welcoming visitors.
• Prepare documents in Lao & English language (serve as team translator for documents, contracting consultants as needed) as required with organisation standard templates.
• Ensure that all office stationary & computer supplies are adequately stocked to fit the staff member.
• Maintain the Project outlook calendar for meetings, workshops, appointments, travel, and remind the team members accordingly for both internal and external.
• Coordinate with CO to booked the meeting rooms, LCD projector and coffee break arrangement, as required.
• Ensure all the project vehicles (motorbikes) record their logbooks and fuel consumption sheets adequately and transparently.
• Work with procurement to coordinate the purchase of supplies and equipment in a timely manner, according to received requests and SCI’s procedures, and in compliance with donor requirements.
• Assist in management of logistical systems and procedures.
• Responsible for any other logistic arrangements that will be assigned by the immediate supervisor.

Qualifications

Bachelor’s degree and/or equivalent professional qualifications in relevant fields.

Experience and Skills

Essential

• At least 3-5 years of professional experience in finance, logistic and administrative functions;
• Experience in health and nutrition activities/project is an advantage;
• Experience in INGO/SCI system is an advantage;
• Experience in coordination with government body;
• Excellent written and spoken English skills;
• Outstanding Lao written skills;
• Good IT skills in general MS Office software;
• Demonstrated ability to work independently and in timely manner;
• Willingness to work long hours during peak work times and travel to other provinces if required
• Highly confidential and pleasant character and willingness to serve staff.
• Possesses very good team work spirit and experiences in cross and diversity culture and working environment;
• Good communication skills including the ability to work with external groups, communities and householders;
• Good understanding of current development trends and local context
• Proven ability to build strong relationships with local government agencies and communities
• Good listening and facilitation skills

Contract length: Fixed term

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.