Title: Programme Assistant
Functional Title: Programme Assistant
Project: Mekong-Integrated Water Resources Management Project (M-IWRMP)
Division: Planning Division
Level of post: M-07 (Riparian Support Staff)
Location: MRC Secretariat, Vientiane, Lao PDR
Reporting to: Project Coordinator, M-IWRMP

The Mekong River Commission
The Mekong River Commission (MRC) was established by the 1995 Agreement on Co-operation for the Sustainable Development of the Mekong River Basin, between the governments of Cambodia, Laos, Thailand and Viet Nam. In accordance with this Agreement, the Mission of MRC is: “To promote and coordinate sustainable management and development of water and related resources for the countries’ mutual benefit and the people’s well being by implementing strategic programmes and activities and providing scientific information and policy advice.”

1. THE PLANNING DIVISION
The Planning Division is charged with managing the implementation and facilitation of Basin wised development strategy, the Basin planning, the Integrated Water Resource Management through the applications of the knowledge bases and MRC 1995 procedures, the sustainable hydropower initiatives and other watershed management in the Basin. It is also charged to coordinate the implementation with various Sector Programmes which focus on specific sectors and address regional issues that are significant to the management of the entire Mekong River Basin.

The Mekong IWRM Project

The M-IWRMP is a project with financial support from AusAID from 2009-2014 and the World Bank fund will likely be approved in October 2011 for the period 2011-2016. The project has completed its first full year of operation.

The M-IWRMP, which builds on the previous MRC Water Utilization Programme, combines regional, transboundary and national components towards IWRM implementation within the MRC framework.

The planned outcomes of the project are:

• A regional enabling framework with water resources planning and management tools, procedures and guidelines, process and capacity is in place to effectively implement the 1995 Mekong Agreement
• Pro-poor transboundary initiatives jointly designed and implemented, applying IWRM principles and demonstrating mechanisms for joint planning and implementation of project identified as part of the MRC-led basin development planning process
• Strengthened policies, institutional arrangements and capacity for IWRM in LMB countries.

The project brings together for the first time MRC’s technical capacity with national IWRM efforts and on-ground investment projects, thus demonstrating MRC’s contribution to poverty reduction and sustainable use of Mekong water and other resources.

1. JOB SUMMARY
Under the supervision of the Project Coordinator, the incumbent provides a full range of secretarial and administrative support for the implementation of the M-IWRMP.

2. KEY TASKS
The incumbent performs the following tasks:

• Project Management Assistance: assists the Project Coordinator and CTA in ensuring in-house coordination with other MRC programmes. Assist in close liaison with other regional actors and ensure extensive stakeholder involvement in the implementation process;
• Administrative support: formatting reports, producing power point presentations. Assists in the preparation and processing of documents, including preparation of minutes of meetings, workshop proceedings; typing, formatting, editing/proof-reading, packaging and disseminating correspondence, reports and other programme or project documents;
• Filing and Administration: Establishes and maintains manual and electronic files in accordance with MRCS standards and extracts or retrieves information and files expertly - Drafts or composes routine correspondence;
• Finances: Assists in financial project/programme management, accounting tasks, update spreadsheets of the financial statements of the individual project using the Solomon system; carry out budget revision upon advice and guidance from the Program Coordinator; update with relevant programmes on the financial disbursement/recording, keep track of the donor funded to the M-IWRMP, ensure the procurement of consultants following the MRC procurement manual and process the clearance/payment to the consultants.
• Correspondence: Screens all incoming correspondence, documents and reports, routes to the supervisor with full background material, ensures timely distribution and follows up on deadlines. Ability to draft substantive correspondence;
• Workshop and travel arrangements: Undertakes administrative arrangements for conferences, training, seminars or conferences - Manages work schedules of and makes travel arrangements for officers and staff of the section;
• Co-ordination with other MRC programmes: Co-ordinates with other divisions/sections to obtain and follow-up documents and requests for office supplies, office equipment maintenance and other services;
• PR: Attends to official visitors and guests, screens/receives/places telephone calls, and maintains updated list and details of relevant contact persons, organisations and stakeholders;
• Other duties as maybe required by the Project Coordinator.

3. SCOPE OF AUTHORITY
(a) Supervision requirements: The Incumbent does not supervise any staff.
(b) Level of autonomy: Decision-making follows defined procedures. The position does not administer a budget but prepares budgetary information for approval by the supervisor.
(c) Level of problem solving required: Problem solving is based on pre-determined methods but initiative and problem solving skills are required.
(d) Level and type of communications required: Communications are wide, within and outside the organisation, and include routine written communications.

4. COMPETENCE REQUIREMENTS
(a) Core Values: Integrity, professionalism and respect for diversity.
Must be open, friendly and communicative with guests, consultants
Must be creative, take initiatives and willing to learn
(b) Core Competencies: Communication, teamwork, planning and organising, accountability, creativity, client orientation, commitment to continuous learning, and technological awareness.
(c) Specific requirement: working overtime from time to time is a must.

5. POST-SPECIFIC QUALIFICATIONS

• University degree in administration and/or management or other related fields;
• At least 6 years experience in secretarial, administrative work and public relations, preferably in an international organization;
• Background in accounting is a must;
• Knowledge of project planning, execution, and coordination is an advantage;
• Experienced in making workshop arrangements and meetings (see key tasks);
• Excellent public relations, good verbal and written social and communicative skills;
• Excellent computer skills required: Solomon, Microsoft Project and all Ms Office applications including power point and database;

Language: Very good knowledge of written and spoken English is required

Brief information on remuneration
The remuneration package, subject to change, includes (i) annual net base salary exempt from tax by Lao authorities, starting at US$ 6,525 (M-07, step I) to US$ 11,099 (M-07/15); (ii) Monthly fluctuation and removable Devaluation Allowance (10% of basic salary for the month of June 11); (iii) 6 weeks’ annual vacation; (iv) MRC’s contribution to staff member’s Provident Fund of 14% of basic salary upon completion of 3 years in service; (v) Contribution of MRC to Health and Accident insurances (on shared basis with employee); (vi) other entitlements and benefits such as dependency allowance, sick leave, maternity leave etc.

THE MRCS RESERVES THE RIGHT TO APPOINT A CANDIDATE AT A LEVEL LOWER THAN
THE ADVERTIZED LEVEL OF THE POST.
The Programme Assistant will assist the Project Coordinator and CTA in ensuring in-house coordination with other MRC programme. He/She will provide a full range of secretarial and administrative support for the implementation of the Mekong-Integrated Water Resources Management Project (M-IWRMP). This position is based at the office of MRC Secretariat in Vientiane, Lao PDR.

The job description and other information can be obtained at MRC website http://www.mrcmekong.org. Women are encouraged to apply. Only short-listed candidates will be notified.

Application procedures:
Only national of Lao is eligible to apply. The application should include (i) a cover letter outlining clearly how the candidate meets the requirements of the position, (ii) a detailed CV, and (iii) MRC Personal History Form. The position title and section/division must be indicated in the cover letter.

The application should be sent to:

Mekong River Commission Secretariat
P.O. Box 6101
Vientiane 01000, Lao PDR
Email: mrcs@mrcmekong.org
Closing date for applications: 29 August 2011