Term of Reference (ToR) Field Finance and Admin Officer  

Procurement Number: 
24-SB1874

Open Date: 
September 9, 2024

Questions Deadline: 
September 13, 2024

Closing Deadline: 
September 19, 2024

Geographical Area Restrictions: 
Savannakhet province

Point of Contact: 
Chindavanh Signhalath;

E-mail: chindavanh.chias@gmail.com Mobile: 020 91731133

Background: 

The Community Health and Inclusion Association (CHIAs) is a registered non-profit Lao Civil Society  organization with over 20 years of experience in promoting health and inclusion among key vulnerable  populations in Laos. CHIAs is currently the main Sub-Recipient for the Integrated People-Centred  Health System Strengthening Model (IPC-HSSM) project, funded by L’Initiative, Expertise France  (EF) and implemented through the Lao Ministry of Health’s Department of Communicable Disease  Control (DCDC). This project aims to eliminate tuberculosis and HIV in Savannakhet Province, as part  of the country’s commitment to the 2030 Agenda for Sustainable Development. The project’s  overarching goal is to strengthen Lao PDR’s health system by transitioning to a sustainable model  through the promotion of an integrated, people-centred approach. This initiative aligns with the national  strategy to improve healthcare accessibility, quality, and outcomes for all citizens, particularly those in  vulnerable communities.

Position Summary:  

The Field Finance and Administration Officer will be responsible for managing the financial and  administrative aspects of the project at the field level in Savannakhet Province. This role is crucial in  ensuring effective resource management, compliance with donor requirements, and smooth project  implementation.

Key Responsibilities: 

1. Financial Management: 

– Manage project finances at the field level, including budget tracking, expense  monitoring, and financial reporting

– Process payments and maintain accurate financial records

– Prepare monthly financial reports and forecasts

– Assist in budget preparation and revision processes

– Ensure compliance with donor financial regulations and organizational policies 2. Administrative Support: 

– Provide administrative support to the project team in Savannakhet Province – Manage office logistics, including supplies, equipment, and maintenance

– Coordinate travel arrangements and accommodations for staff and visitors

– Maintain filing systems and ensure proper documentation of all project activities 3. Procurement: 

– Manage local procurement processes in line with organizational and donor guidelines – Obtain quotations, prepare purchase orders, and maintain vendor relationships

– Ensure timely delivery of goods and services

– Maintain an up-to-date inventory of project assets

4. Human Resources Support: 

– Assist in recruitment processes for local staff

– Maintain personnel files and records

– Support the implementation of HR policies and procedures at the field level – Facilitate staff training and development activities

5. Reporting and Compliance: 

– Prepare and submit regular financial and administrative reports to the project management  team

– Ensure compliance with local laws and regulations

– Assist in internal and external audits

6. Coordination and Liaison: 

– Liaise with local partners, government officials, and stakeholders on administrative matters – Coordinate with the central office on financial and administrative issues

– Support the organization of meetings, workshops, and events in Bokeo Province Qualifications and Experience: 

– College/bachelor’s degree in finance, Accounting, Business Administration, or related field – Minimum of 3 years of experience in finance and administration, preferably in the  development sector

– Strong knowledge of financial management and accounting principles

– Proficiency in financial management software and MS Office applications – Excellent organizational and time management skills

– Strong attention to detail and accuracy

– Fluency in Lao or English is preferred

– Experience working in rural settings and with diverse communities

– Knowledge of donor regulations and reporting requirements (e.g., Global Fund, USAID) is an  advantage

Personal Qualities: 

– Ability to work independently and as part of a team

– Strong communication and interpersonal skills

– Adaptability and flexibility in a dynamic work environment

– Commitment to the project’s goals and values

– Cultural sensitivity and respect for local customs and traditions

Code of Conduct 

All staff are expected to abide by the CHIAs and Expertise France’s Code of Conduct.

How to Apply 

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications,  experience and 3 references to at chindavanh.chias@gmail.com with subject Line (24-SB1874) by the  deadline listed above

Equal Opportunity 

We are an equal opportunity employer and value diversity in our team. We encourage applications from  all qualified individuals, including LGBT, women, ethnic minorities, and persons with disabilities. Join us in making a difference in the lives of those affected by TB and HIV in Savannakhet province.  Together, we can build a healthier and more inclusive future.