Kinkesone Insixiengmay

Ø Assist the PAO in the daily operations of the country office, particularly in the area of Human resources management, including

• Support hiring manager in initiation the national staff recruitment and selection process, starting with PD review, VNs, and continuing with arranging tests and interviews, being a part of interview panels, drafting selection memos, preparing memos for post creation, revisions, reclassifications, contract extensions, separations with the HRAP function, and other related matters.

• Guiding TUs on non-staff recruitment

• Updating staff and non-staff lists, staff and SSA contract monitoring lists, and organigram regularly and as and when required.

• Participating in the HR sub working group, which is part of the OMT Lao PDR.

• and in the verification and approval of service procurements such as Direct Financial Cooperation, Agreement for Performance of Work, General External Services, Special Services Agreement and Consultant.

Ø Assist the PAO in the daily operations of the country office, particularly in the area of organizing major events, as well as facilitating daily team meetings by providing hands-on assistance during the events to address any unforeseen challenges promptly.

Ø Supports the PAO in the monitoring of the implementation of DFCs and provides on time reporting of activities funded by WHO

Ø Provides team members with timely information on project and task budget ceilings, award budgets, expenditures, and funds available.

Ø Promptly follows-up on financial, budgetary, and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.

Ø Performs monthly imprest reconciliation and cash management.

Ø and Performs other related duties as required.

§ Provide administrative, logistical, and operational support services to the project, including on project office management, communications, administrative procedures, logistical arrangements, and programming and budgeting, so as to facilitate the implementation of project activities.

§ Organize and maintain files and records on project activities, official correspondence, financial transactions, workshops and trainings, consultancies, and technical assistance missions.

§ Assist on the financial management of the project, including on budgeting of activities, budget revisions, cash flow management, and reconciliation of petty cash records.

§ Provide assistance on the preparation of annual project reports, including narrative progress reports and financial reports, and assist with the preparation of publications.

§ Prepare official correspondence and ensure proper translation into Lao language. Assist during meetings when required, provide interpretation/translation services, and prepare meeting minutes as relevant.

§ Organize meetings and seminars as advised, and manage all related duties, including budget preparations, logistical arrangements, and contracts with suppliers and subcontractors.

§ Assist on knowledge management, including the maintenance and updating of the project’s webpages.

§ Other tasks as assigned by the CTA.

§ Assists in the coordination of programme/project planning and preparation work for Project Childhood.

§ Compiles, summarizes, and presents basic information/data on the project and related topics or issues. Maintains files (both paper and electronic).

§ Reviews project documents, especially cost plans/budgets, for completeness and

compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.

§ Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.

§ Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

§ Serves as focal point for administrative coordination of programme/project

implementation activities, involving extensive liaison with diverse organizational units at HQs and other relevant Field Offices to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

§ Monitors processes and schedules related the project’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

§ Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.

§ Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spread sheets, etc.

§ Provides general office assistance; responds to information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains

§ Files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.

• Coordinated daily activities for head of Administration Department to ensure operational efficiency.
• Supported procurement processes by managing logistic inventory effectively.
• Organized immigration administrative affairs, including visas and ID cards for UNODC staff and visitors.
• Facilitated meetings and training sessions by handling invitations, venue preparation, budgeting, and printing needs.
• Compiled and summarized daily data from monthly newsletters for easy access.
• Executed additional tasks as required by Representative to support departmental goals.

• Welcomed visitors including ambassadors, private sector representatives, and consultants.
• Managed inventory records and conducted supply checks for efficient resource allocation.
• Organized immigration administrative tasks, including visa processing and ID card issuance for UNODC staff.
• Coordinated daily operations for head of Administration Department to enhance workflow efficiency.
• Facilitated meetings and training sessions, handling invitations, cost quotations, and printing needs.
• Provided additional support as needed to ensure seamless office operations.

• Coordinated efforts among private sector partners, customers, and government officials.
• Assisted in logistical planning for events hosted by CEO.
• Translated documents and facilitated organization of exhibitions.

• Organized, typed, and distributed meeting notes and correspondence efficiently.
• Assisted in maintaining a database of residents at Somsanga drug treatment center.
• Provided necessary office support to ensure smooth operations.