Position: Receptionist & Administrative Assistant (Oxfam)__Deadline:23May

JOB DETAILS
LOCATION: Phnom Penh, Cambodia
CONTRACT TYPE: 1-year fixed term
JOB FAMILY: Admin/Logistic
ONE OXFAM GRADE: E2
DEPARTMENT: Business Operations        
TEAM: Business Operations
SALARY: N/A
HOURS: 37.5 hour per week

FLEXIBLE WORKING
We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.

COMMITMENT TO DIVERSITY AND INCLUSION
We are committed to ensuring diversity, equity, inclusion and representation within our organization. We believe in equality of opportunity regardless of race or racial group [including colour, nationality, ethnicity, national origins], religion or belief, age, disability, sexual orientation, gender identity, marriage and civil partnership, and pregnancy, maternity and paternity.

ABOUT THE CLV CLUSTER: The CLV Cluster is comprised of three countries: Cambodia, Laos and Vietnam. Our Vision for the CLV Cluster is: A CLV Cluster that increases our impact on the ground, strengthens our ability to influence policy changes at country and regional levels, raises income and saves costs.

A key feature of the CLV Cluster design for Business Operations is a consolidated, virtual hub, with a single line management structure - reporting to Head of CLV Business Operations - that is multi-located and that provides distributed leadership for business functions.

This includes a Basic Business Operations structure in each country to ensure delivery of existing commitments and provide a base for business and strategic growth with an integrated cluster Business Operations structure that provides functional management and oversight of all Business Operations staff/units in the Cluster and provides quality control, guidance, monitoring and support to all Business Operations functions.  All Business Operations functions are key contributors to Oxfam’s lasting impact in Cambodia, Laos and Vietnam, within Asia and globally.

All staff members in Business Operations roles in the CLV Cluster are linked to the virtual Business Operations Hub, to ensure accountability at Country and at Cluster level, towards Partner Affiliates and via Executing Affiliate (EA) joined-up processes.

TEAM PURPOSE: To assist Operations team in Cambodia to support programs inclusive Cambodia Programs and Regional programs in Reception and General Administration functions.

JOB PURPOSE: To provide support on Operations functions in the Cambodia Country office as well as all regional projects based in Cambodia to contribute to high impact performance and success of program implementation. This position will provide direct support to Admin and Logistic Coordinator with overall responsibility as mentioned in key responsible like below.

JOB REPORTS TO: Admin & Logistic Coordinator
MATRIX MANAGEMENT: N/A
ROLES REPORTING TO THIS JOB: None

KEY RESPONSIBILITIES
Receptionist function:

•     Be protocol in welcome guest/visitor/partner who visit Oxfam office.
•     Phone Operator, mail correspondence
•     Manage IT equipment and accessories are used in each meeting room, make sure all movement is updated,
•     Assist Operations team and program teams in minor scan or copy document.
•     Assist Finance team to release payment to suppliers.
•     Update staff contact list and share it with everyone in box storage.

Administrative Assistant function:

•     To ensure the office environment professional order, tidiness, discipline, and safe for all staff working in that environment.
•     Ensure proper protocol of receiving high profile guests, diplomats, government representatives, partners, and other important guests with high representation, diplomatic gesture, and etiquette.
•     Maintain and update filing/archiving, library including renewal subscriptions/magazine and newspapers.
•     Liaising with the respective ministries partners as routine work or at request of senior managers.
•     Prepare invitation letter / visa support letter for Visitor who visit Oxfam in Cambodia for training, meeting etc.
•     Assist in preparing visa application document to immigration for visitor from restricted country visited Oxfam in Cambodia for short visit.
•     Assist in preparing payment vouchers for air ticket, car rental and others office procurements for the office.
•     Assist in preparing visa application/visa extension for expatriate who works in Oxfam in Cambodia.
•     Manage office supplies stock, make sure every flow in and out are recorded and update report every bi-monthly.
•     Assist in procurement process for any goods and services for OiC programs and regional programs make sure it complies with Oxfam procurement procedure.
•     To ensure daily support on administrative function to external and internal stakeholders with efficiency and effectiveness.

Skills and Experience:

•     Bachelor degree in business administration or similar empirical knowledge.
•     Some experience with INGO logistic and administration.
•     Computer literacy especially Ms. Word & Excel
•     Good communication and interpersonal skills and proven ability to be flexible in demanding situations.
•     Good command of spoken and written English.
•     Ability to handle multiple priorities and aptitude to learn quickly.
•     Ability to work well in a multi-cultural environment, communicates readily and shares learning with colleagues and partners.

Personal Quality

•     Team player with ability to deal with a range of people from various cultures and different capacities.
•     Good communication and willing to learn new things
•     Interest in and understanding of development work
•     Compliance to Oxfam’s policy on Confidentiality and Knowledge management

Applying:
All applicants please apply through Oxfam recruitment website: https://jobs.oxfamnovib.nl/job/Phnom-Penh-%28KHM_PHP%29-RECEPTIONIST-&-ADMINISTRATIVE-ASSISTANT/933824701/
by May 23, 2023, at 23:59 ICT.

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