Acting HR & Office Operations Manager
Position Circumstances
- Career Category: HR, Business Administration, Exec. / Management, Law
- Schedule:Full-time
- Salary: Negotiable
Type of Contract: Fixed Duration Contract (FDC)
Duration Period: From 20 August 2026 to 19 March 2027
Line Manager: Country Director
Working hours: 40 hours/week (Mon-Fri) with flexible working hours/remote
Job Grade: 5
Gross Monthly Salary: Negotiable
Job family: Operations
Stakeholders: Government, suppliers, Felm staff, visitors, partners etc.
Job Purpose
The HR & Office Operations Manager ensures the smooth and efficient functioning of Felm Cambodia’s support services by overseeing human resources, administration, office operations, and government compliance. The position plays a central role in maintaining effective internal systems, supporting staff and management, and ensuring that Felm operates in line with Cambodian regulations and Felm internal policies.
In addition, the HR & Office Conditions position serves as Felm Cambodia’s Safeguarding and Security Focal Point, promoting safeguarding practices with staff and partners, monitoring safety and security conditions, and supporting measures that ensure a safe working environment for all staff, visitors, and program stakeholders.
Duties & Responsibilities:
- Human Resource Management
- Lead the recruitment and selection processes, ensuring transparent, fair, and best competitive hiring practices to attract and retain qualified and diverse talent.
- Prepare and manage the employment contracts and related HR documents.
- Conduct the comprehensive onboarding and induction programs for new staff.
- Coordinate staff probation reviews and annual performance development discussion.
- Support managers in performance coaching and employee development initiatives.
- Identify organizational and individual training needs and recommend appropriate learning opportunities/courses
- Coordinate internal workshops, learning events, and capacity-building activities
- Serve as the focal point for staff concerns and conflict resolution.
- Promote a positive, inclusive, respectful, and supportive workplace culture.
- Coordinate staff engagement, team building activities, and well-being initiatives.
- Support and provide guidance to Country Director on people management issues and labor compliance.
- Develop, review, update and implement HR policy and procedures
- Ensure compliance with Cambodian Labour Law and Felm internal policies
- Coordinate both internal and external audits, compliance reviews and organizational assessments related to HR.
- Manage accurate monthly payroll preparation and statutory deductions.
- Ensure timely National Social Security Fund (NSSF) contributions and reporting.
- Provide guidance to staff on insurances coverage and benefits schemes and assist with medical claim submission and processing.
- Monitor labor market trends and recommend improvements to compensation and benefits packages to Country Director by participating in I/NGOs labor market survey or conducting salary benchmarking to ensure competitive within the market to attract and retain potential and talent.
- Review and recommend annual cost-of-living adjustments based on the economic situation and consumer price index of the year to Country Director
- Study about the professional expenses of other foreign NGOs in Cambodia for the convenient with safety and security work travel allowance such as per-diem, accommodation, transport and other travel related needs and recommend the best practice to Country Director.
- Record, update and maintain personnel files and HR records confidentially
- Manage leave administration, attendance monitoring, and HRIS
- Act as focal person in work facilitation/translation between support staff (driver-assistant), colleagues, and line manager
- Act as protocol focal person for welcoming guests and visitors
- Government Compliance
- Coordinate and support visa applications/extensions, work permits and related immigration process requirements for international staff and visitors.
- Coordinate preparation and submission of quarterly, semi-annual and annual report to relevant government authorities or ministries.
- Monitor changes in legal and regulatory requirements affecting organization operations and update to Country Director.
- Ensure organizational licenses, registrations, and legal documents remain valid and up to date and renewed on time.
- Office Operations Management (Admin, Procurement, Logistics, Finance Support)
- Lead procurement processes in line with Felm policies and donor requirements.
- Manage office lease agreement and others service contracts.
- Monitor contract performance and ensure timely renewals where required.
- Maintain and regularly update the approved suppliers list to database.
- Coordinate meetings/trainings/organizational events logistics arrangement.
- Support staff travel, visitor arrangement logistics including accommodation, transportation, travel risk assessment etc.
- Oversee office asset management and inventory control, check, count, record and update report every semester.
- Ensure office facilities are properly maintained and functional/operational.
- Promote a safe, environmentally friendly and well-organized office environment
- Ensure adequate office and kitchen supplies are maintained
- Ensure timely payment of utilities, transportation, accommodation, service providers, and other operational expenses.
- Review and verify documentation for operational expenditures and payments.
- Support Finance in finance monitoring when needed/available
- Safeguarding and Security Focal Point
- Serve as the safeguarding focal point and promote safeguarding awareness for staff, partners, visitors, consultants and suppliers
- Ensure compliance with and implementation of Felm’s Child Safeguarding Policy and Code of Conduct
- Support safeguarding implementation with partners and program activities, including capacity building, monitoring and documentation.
- Promote awareness of and use of safeguarding reporting channels, ensuring staff, partners, communities, visitors, suppliers understand how, where and to whom safeguarding concerns can be reported safely and confidentially.
- Monitor safety and security developments and report changes immediately to the Country Director
- Coordinate emergency preparedness measures, recommend and support implementation of appropriate safety and security measures
- Update visitor welcome pack, travel security guideline, risk assessment tools
- Ensure all staff and visitors receive safeguarding and security briefing prior to engagement or travel
- Ensure first aid kits, emergency supplies, and safety equipment are properly stocked, maintained and valid to use.
- Support incident reporting, documentation, and follow up actions related to safety and security matters
- Update staff emergency contact list and share to relevant stakeholders
Expected Profile of Candidates
Languages:
- Khmer - Fluent
- English - Good
Qualifications:
- Bachelor's Degree in Human Resource Management, Business Administration Management, Law, Public Relation/Administration, in a related field.
Work History:
- Experience in HR, admin, procurement or office operations management for 3 to 5 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Strong understanding of office management practices and systems.
- Experience working with I/NGOs or donor funded/compliance is highly desirable.
- Experience in managing multicultural teams and diverse stakeholders.
- Knowledge of Cambodian labour law.
- Experience of liaising with government offices and handling official documentation.
- Familiar with government systems (LACMS, FWCMS, NSSF Enterprise, AMIS)
- Strong computer literacy (especially Excel and advanced Excel)
- Professional at work with English and Khmer language
Soft Skills
- Good interpretation and translation skills (Khmer and English)
- Good communication, facilitation and interpersonal skills.
- Excellent organizational and planning skills.
- High integrity, confidentiality, and professionalism.
- Commitment to safeguarding and the safety of staff and visitors.
- Commitment to diversity, inclusion and equity.
- Ability to work independently while maintaining effective collaboration across teams.
