New trend of Ai tools to automate workflows
PHONESANOOK MAHAVONG
Programme Administrative Assistant
Vientiane
Summary
Professional with strong background in system support and administration, adept at troubleshooting technical issues and optimizing system performance. Proven ability to collaborate effectively within teams, adapting to changing needs to deliver consistent results. Skilled in network management, software installation, and user support, combining technical expertise with focus on efficiency and reliability. Recognized for strong organizational skills, problem-solving abilities, and proactive approach to meeting organizational goals.
Overview
27
27
years of professional experience
8
8
years of post-secondary education
1
1
Certification
3
3
Languages
Work History
HR System Assistant
Mekong River Commission Secretariat
07.2023 - Current
- Reduced system downtime with proactive maintenance and regular updates to ensure optimal functionality.
- Optimized data storage and retrieval by designing and implementing well-structured databases.
- Collaborated with IT team for seamless software integration, resulting in improved performance across departments.
- Worked closely with end-users to identify system requirements, translating them into effective solutions for increased productivity.
- Analyzed user requirements and developed solutions to meet needs.
- To work cl0sely and coordinate with its developer to run it smoothly after being developed and handed over.
- To update all database under HR management (staff profiles, absence records, performance review, and assessment, necessary template forms, FAQ,etc.) is uploaded, up-to-date, managed, and maintained in the HRMS
- The synchronization/obligation of contracts and their database under HR Management into FMIS
- The operation and maintenance of the HRMS for its smooth running after being developed and handed over
- The update and maintenance of the HR database/template forms/FAQ in HRMS for the MRC's e-recruitment, e-leave, e-PAR, etc. purposes
National Administrative Assistant
INTERNATIONAL TRADE CENTRE (ITC), Under UNDP
10.2019 - 07.2023
- Used Umoja is a single, global solution that is enabling efficient and transparent management of the United Nation's financial, human and physical resources and improving programmatic delivery
- A software package that improves organizational performance by providing enterprise view of data, processing data in real
time, standardizing business processes and implementing leading business practices - Completely working through UMOJA for Vendor registration, purchase order, Create shopping cart, travel request, payment, payroll, HR roster, project portal, e-pay and hiring consultant
- Organized travel for international consultants and ITC HQ staff visiting Lao PDR, including drawing up itineraries, preparing travel authorization, obtaining clearances and signatures, ticket reservations, collection tickets, processing travel claims as well as requesting for reimbursement of travel expenses
- Supported the organization of workshops, training, roundtables, and similar events by, among others: sending out invitations, printing agendas, identifying venues according to agreed criteria
- Supported the organization of biannual meetings of the Project Review Committee (PRC)
- Managed the support material for the project such as agendas and working papers for trainings or roundtables, including printing
- Compiled, summarize, and present basic information/data on specific project and related topics or issues
- Reviewed budget revisions, verify availability of funds, ensure necessary approval and entry in computerized budget system with the EU's finance and reporting lines
- Served as focal point for administrative coordination of project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g recruitment and appointment of personnel, travel arrangement and services, etc
- Compiled, summarize and enter data on project delivery, draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management
- Drafted correspondence on budget-related issues, prepare and update periodic reports, briefing notes, graphic and statistical summaries accounting spreadsheets, etc
- Provided general office assistance, respond to complex information requests and inquiries, review, logs and routes incoming correspondence; set up and maintains files/records; organize meetings, workshops, handle routine administrative tasks, such as maintaining attendance records assessing telephone billing, etc
- Undertaken any other tasks requested by the Senior Programme Manager, the National Project Officer and national coordinator related to the implementation of the project in Lao PDR
Secretary of Human Resources Section, Administration Division
MEKONG RIVER COMMISSION SECRETARIAT
01.2017 - 09.2017
- To Ensure smooth correspondence flow (screening and distributing)
- To Compile and maintains electronic and hard copy files of the Section
- To Prepare and processes documents for meetings, workshops and trainings including writing of minutes of meetings
- To Update attendance records, informs staffs of the Annual Leave balances, and provides the AL balance upon request by staff; both at OSV & OSP
- To Prepare TA and related logistic arrangement for Chief of HRS
- To Coordinate with Finance and Procurement staff for purchasing of section's equipment and stationery
- To Record in-out daily documents to submit to HRS and Chief of HRS including during the period of being OIC of FAS and Approving officer of OSV
- To Assist the section on recruitment process as required
- To Perform other duties as assigned by the Chief of HRS and request by HRS
Senior Administrative Assistant, Environment Division
MEKONG RIVER COMMISSION SECRETARIAT
06.2010 - 12.2015
- Followed up on administrative requests pertaining to the Programme, including but not limited to preparation of travel authorisation, consultancy contracts, requests for payment, and so on
- All such administration is carried out in line with the Administration Manual
- Assisted the Programme Coordinator with accounting and budgetary Issue, including budget revisions where necessary
- Coordinated and follows up with Finance and Administration Section (FAS) on issues pertaining to finances and administration of the programme
- Coordinated with Procurement staff for purchasing of programme's equipment
- Assisted in the logistical organisation and arrangements of the programme's workshops, seminars and trainings
- Liaised with FAS in matters relating to the formulation of Terms of Reference for technical assistance personnel and consultants, and communication with consultants in relation to signing of contract, travel arrangement, visa and follow-up payment
- Prepared monthly financial report for all EP accounts to keep track on financial status and expenditure in line with EP financial plan and support the report to programme coordinators
- Assisted Programmes officers to coordinates and works on procurement of services for EP with Procurement officer for contract, MOU and TOR with NMCs in line with MRC procurement rule and procedure
- Assisted to lead secretary team of the Division in the logistical organisation and arrangements of the Division's external events including Forum, Symposium workshop, seminar, training and meeting
- Regularly provided and retreated training for all programme officers particularly new staff on necessary financial management with which they must comply in accordance to MRC rule and procedure
- Provided training; orientation and updating information to National EP coordinators on necessary financial management accordance to MRC rule and procedure
- Overseen monthly fund status report & details and expenditures of the programme to ensure all expenditures are properly recorded and prepare budget revision if and when required
- Supported and facilitated the EP Coordinator and other EP staff with accounting and financial issues as and when needed; prepared budgetary information for approval and implement commands of the supervisor on budget allocation/spending; assists in updating and reporting to the donors on the budget status of the EP
- Undertaken administrative, logistic and financial arrangements for forums, meetings, workshops, conferences, training, seminars, etc., Manages work schedules of and makes travel arrangements for staff and consultants of the EP
- Assisted and follow-up the recruitment of experts and consultants under supervision of EP Coordinator and in close co-operation with the HRS and FAS
Administrative Assistant, Environment Division
MEKONG RIVER COMMISSION SECRETARIAT
04.2004 - 07.2010
- Worked as administrative assistant for 2 programmes in Environment Division (CCAI & Environment Programmes), MRCS
Administrative Assistant, Environment Division
MEKONG RIVER COMMISSION SECRETARIAT
03.2004 - 04.2004
- Worked as administrative assistant for Environment Division, Mekong River Commission Secretariat, MRCS which joint by Laos, Thailand, Cambodia and Viet Nam
General Director assistant and Import manager
SDV Lao International Transport and Logistics Co., Ltd
01.2000 - 03.2004
- Kept working in general admin and office work and banking
- Worked closely to provide quotation in Local and oversea group, Following closely to check in coming shipments and export shipment
- Worked as coordination work with Lao and Thai in preparing document in making the following up and updating Import & Export cargo support document (Sea - Air - Land)
- Coordinated with Customers, Organized network/agents oversea as well as shipping team
- Assisted sometime on translate document for General manager
- Managed to make insurance for shipment (In/Out) and arrange insurance claim process for customers
- Managed to create all the job file number in program of all the shipment Import - Export
- Managed to issue all debit note and credit invoice to customers for all shipment Import -Export
- Updated monthly exchange rate
- Assisted to check the payment status from customer
- Daily Controlled operation staffs & shipping team for daily work
- Coordinated with SDV network group Asia, Europe and America for all import/export shipments
- Coordinated with daily local customer to update cargo and manage report daily week
- Checked and approved petty cash advance for shipping team
- Checked and approved all documents /draft invoices for operation staffs
- Managed final close all job files
- Approved cost to record in job file
Temporary staff
Ministry of Agriculture and Forestry
01.1998 - 12.1999
- Receptionist and Secretary (Studied in the evening time and worked during day time)
Education
Bachelor of Arts - Business and Administration
Comcenter College
Vientiane 04.1998 - 01.1999
BBA - Description of the education/course.
Comcenter College
Vientiane 04.1995 - 01.2003
Skills
Training and mentoring
Teamwork and collaboration
Microsoft office
Problem-solving
Excellent communication
Attention to detail
Analytical skills
Interpersonal skills
System maintenance
Operation Monitoring
Database design
Personal Information
- Date of Birth: 05/11/78
- Marital Status: Divorced
Children
11
Affiliations
- Association of Information Technology Professionals
- Society of Human Resource Management
Certification
Google Cloud Professional Cloud Architect - Google Cloud Platform.
Interests
Data analysis
Specific of population for data analysis statistic
Timeline
HR System Assistant
Mekong River Commission Secretariat
07.2023 - Current
National Administrative Assistant
INTERNATIONAL TRADE CENTRE (ITC), Under UNDP
10.2019 - 07.2023
Secretary of Human Resources Section, Administration Division
MEKONG RIVER COMMISSION SECRETARIAT
01.2017 - 09.2017
Senior Administrative Assistant, Environment Division
MEKONG RIVER COMMISSION SECRETARIAT
06.2010 - 12.2015
Administrative Assistant, Environment Division
MEKONG RIVER COMMISSION SECRETARIAT
04.2004 - 07.2010
Administrative Assistant, Environment Division
MEKONG RIVER COMMISSION SECRETARIAT
03.2004 - 04.2004
General Director assistant and Import manager
SDV Lao International Transport and Logistics Co., Ltd
01.2000 - 03.2004
Bachelor of Arts - Business and Administration
Comcenter College
04.1998 - 01.1999
Temporary staff
Ministry of Agriculture and Forestry
01.1998 - 12.1999
BBA - Description of the education/course.
Comcenter College
04.1995 - 01.2003