The Administration & Procurement Manager provides leadership and supervision to the FH Cambodia administration and procurement team. This position oversees administrative responsibilities for all FH offices in areas of facilities, fleet, procurement, government compliance, and safety & security management.
Key Result #1: Office management and administration (30%)
- Provide overall leadership to the Administration function ensuring that the country office is receiving effective administrative support and staff have a clean, secure and hospitable place to work
- Oversea and manage all lease agreements, inspections, permits, renewals, files and securely store all office documents for compliance.
- Oversee logistics coordination, transportation/Logistics, vehicle procurement, management and maintenance.
- Ensure all offices maintain utmost standards in safety and security requirements to protect employees and properties.
- Ensures appropriate duty of care provisions are in place for all staff and visitors, with particular attention paid to security concerns
- Working closely with supervisor to develop office management standard guideline and new office costings set up.
- Develop guidance and monitor control on collecting pending finance documents related such as distribution lists, delivery form, invoice/receipt, to ensure they are settled to finance department on timely basic.
- Develop standard contract templates for different products and services.
- Oversea and control official letter in/out with external stakeholders.
- Manage and control administrative budget.
- Oversees procurement activities at all offices, including contract preparation, negotiation, and awarding, to ensure compliance with FH procurement policies and procedures.
- Provide leadership by ensuring procurement of goods and services are most economical.
- Develop systems and processes for procurement, supply chain, and logistics to ensure smooth delivery of program services at the national and field level.
- Develop annual procurement plans, catalog items and prices making sure it is reviewed/revised on monthly/quarterly manner.
- Working closely with programs and finance team for budget requirements.
- Monitor and ensure all requests are managed effectively and procure on timeline requested.
- Ensure procurement budget plan and spending are on track and provide monthly procurement budget report to finance manager.
- Prepare logistics and procurement plans, tracking sheets, and budget requirements for office.
- Ensure all procurement requests are completed correctly and segregation duties of quotations collecting amongst team is in place to prevent conflict of interest.
- Oversee the procurement analysis of all supplies/services ensuring detailed procedure and selection process is clearly outlined within the analysis section.
- Ensure delivery of goods/services is managed effectively and confirm all items are correctly accounted for by the team.
- Ensure all procurement follows the organizational procurement procedures and threshold approval authorization.
- Working closely with supervisor to review and update the procurement manual and processes to ensure they are aligned with global and donor policies and standards.
- Establish supplier framework agreement (sourcing agreement) follows the global standard procurement procedure.
- Conduct and creating a list of pre-qualify contractors/suppliers streamlines procurement of eligible companies for future tenders or orders.
- Manage and maintain vendor database.
- Oversea and ensure assets control management in organization is implement effectively and efficiency
- Ensure FH Cambodia staff and assets are secured, safe and well maintained.
- Maintenance and ensure assets registration book are well managed and update on day to day purchasing.
- Ensure effective physical assets counts at all offices are take place two times per years and develop a disposal assets plan for the organization follow the policy and procedure.
- Develop inventory/assets control process for all offices and ensure stock in and out are on track and maintenance on monthly basic.
- Manage the vehicle movement and drivers schedules to meet the needs of the program and office operations.
- Ensure the proper utilization, maintenance, and follow up of the FH fleet as well as control and management of the cost of the fleet (fuel, maintenance, and repairs)
- Ensure safety and affordable staff transportation (ground and air) and manage all related contracts and external associated relationships.
- Ensure all FH vehicles have valid insurance coverage, and where required insurance claims are made in good time to cover any damage and/or loss incurred.
- Ensure the proper and appropriate documentation of vehicles, such as repairs, servicing, insurances, logbooks, etc.
- Ensure all vehicles are proper maintenance and tracking inspection checklist.
- Live out and promote FH's heartbeat, mindset and behavior and culture
- Provide leadership and manage Logistics/Procurement staff ensuring clarity over strategy, plans and priorities, providing supervision, guidance and encouraging effective teamwork through regular meetings and constant feedback.
- Provided leadership, coaching to admin/procurement team, build staff capacity and teamwork
- Conduct regularly meeting with the team to discuss/improve performance, addressing the challenges and provide direction
- Pursue ongoing training, professional and personal development in the form of seminars, conferences, and online learning opportunities.
- To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Values which are consistent with our mission and Christian identity.
- Excellent communication skills (in both Khmer and English)
- Able to work flexible hours in a team environment, consistently meeting deadlines.
- Ability to handle a variety of tasks under pressure.
- Ability to work with sensitive information and to always maintain confidentiality.
- Ability to work in multi-cultural environment and closely with project staff, and willing to learn.
- Good team player abilities with problem-solving and leadership skills
- Excellent organizational and multitasking abilities with strong analytical mindset
- Good experience with office management procedures and departmental and legal policies
- At least 5 years of experience in administration or an equivalent combination of education and experience
- Solid work experience in general procurement and fleet management
- Experience with procurement in emergencies and work background in INGOs, a plus.
- Education Experience Bachelor’s degree (B.A.) in business administration, accountancy, law, or any other relevant degree from an accredited four-year college or university. A masters’ Degree in the above degrees is an advantage. or a related field; At least 5 years related experience in an Administration context; Direct experience within an international-NGO.
- Supervisor Responsibilities: Directly supervises staff. Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints, resolving problems, etc
- Language: Proficiency in spoken and written Khmer and English. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
- Safeguarding Policy: FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the Heartbeat Values, safeguarding, and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.
Interested applicants are invited to submit the following information to fhc.recruitment@fh.org:
- A cover letter indicating why you are an ideal candidate and what you would bring to the role and a current curriculum vita with the recent photo.
- Relevant formal education certificate, ID Card, and family book.
- Names and contacts of two professional referees who are familiar with your qualifications and work experience.
- Please submit both your Cover letter and CV in a single PDF file.
Moreinfo: https://www.fh.org
Please mention "www.Cambodiajobs.Biz" where you saw the ad when you apply!
