Job Announcement
Administration Officer
As a key member of New Humanity (NH) Cambodia Management Team, the Administration Officer will be in charge of overseeing the administration of the organization. She/he will be based in Kompong Chhnang office. The position requires the ability to work autonomously as well as a high standard of accuracy and accountability. She/he will also work in close collaboration with other members of management team (Cambodian and foreigners). She/he will report directly to the Operations Director. By complying herself/himself with NH vision, mission and policies, she/he will contribute to achieve the organization goals and objectives.
Key Responsibilities:
Overall responsibility
- Assist the Operations Director in the implementation of an effective and quality administration system in order to ensure a smooth running of the organization
- Take minutes and write reports of NH meetings, evaluations and seminars
- Arrange internal workshops, trainings, seminars or evaluation meetings, including venue and means of transport booking when necessary
- Make travel and lodging arrangements for international or national guests as well as for NH staff in the framework of their missions in Phnom Penh or in provinces
- Collect all necessary information and documentation as requested in order to ensure the accomplishment of our program goals and objectives
- Establish and implement all necessary administration procedures, definition and application of internal rules for materials and equipment use (motorbikes, camera, computers, etc.)
- Ensure that all staff members comply with NH administrative procedures
- Ensure NH activities and procedures are in compliance with donor and Government requirements (including Labor Law)
- Assist the Program/Project Managers in securing appropriate quotations and purchasing
- Prepare appropriate contracts for all the staff members and ensure its timely renewal
- Keep updated records of the staffs’ situation, including salary scale, training received, etc.
- Manage personnel files and keep record of staff’s leave
- Post job announcements, collect applications, organize interviews and check references
- Provide staff orientation to new employees
- Assist the management staff member in the capacity building process by providing them with all necessary information related to local training opportunities and by establishing with them a yearly training plan for all employees
- Ensure the implementation and respect of Human Resources management practices and policies established by NH
- Assist foreign staff to obtain visas and work permits as required
- Translate/type letters or other documents in Khmer and English
- Assist NH coordination and management staff in making appointments, telephone and e-mail contacts
- Answer the telephone with discretion and receiving visitors
- Organize and maintain the NH Office Filing System for correspondence, reports and all other necessary documentation
- Organize and update the NH inventory system of all assets
- Ensure that all IT equipment are fully operational, i.e. computers, Internet, network, phone lines, etc.
- Manage and replenish office stationery supply
- Establish and maintain effective network and partnership with Government officials, UN agencies, and International and National NGOs
- Present to the key departments of the different Ministries or Government Offices involved in the NGO sector (MFA, CDC, MoSVY, MoEYS, etc.), reports and other information required
- Represent NH to and work with the key departments of the different Ministries or Government Offices involved in the NGO sector (MFA, CDC, MoSVY, MoEYS, etc.), especially to guarantee the obtaining of MoU and the issue of visas for expatriate staff
- Cambodian National
- Bachelor degree in Administration, Human Resources Management or relevant field
A minimum of 2 years of experience as administrator, HR or similar position, preferably in an NGO environment - Fluent English language knowledge is essential (oral and written)
- Formal Khmer language knowledge is essential (oral and written)
- Experience with computer software – Ms. Word, Excel, Power Point, Access
- Good interpersonal skills/honesty
- Ability to work independently and/or as part of a team
- Excellent organizational and time management skills requiring to meet deadlines.
- Gross Monthly Salary: USD 400 to USD 500 (Based on Qualifications and Experience)
- Benefits: Khmer New Year and Pchum Ben Bonus, Health benefits.
- Full time position until 31st of December 2016 (with an initial 3-month probation) renewable
- Starting date: June-July 2016
Closing date for applications: Wednesday 8th of June 2016, 5:00 pm
Only short-listed candidates will be contacted for interview.
NH is an equal opportunity employer and the candidate will be selected based on merit.
Women and People with Disabilities are strongly encouraged to apply.
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