Admin and HR Officer
Position Circumstances
- Career Category: HR, Admin / Supervisory
- Schedule:Full-time
- Salary: $599
Contract Type: Fixed Duration Contract (FDC)
Job Purpose:
The Admin and HR Officer will manage, control, purchase and ensure that the Administration and Human Resource in assigned by Manager, including assets management, Procurement, agreement with suppliers, travel insurance, Overtime for Office Security Assistant, Petty cash, settle the expenses, Fuel allowance & Phone Card, office supplies, stationaries, office maintenance, vehicle maintenance, are appropriate and compliance with EC Policies and works in close cooperation whit other relevant staff.
Duties & Responsibilities:
- Overall Responsibilities:
- Adhere and adapt EC’s HR policy, financial policy and other policies
- The HR & Admin Officer will assist the HR and Admin Manager to manage and organize personnel and administration in her assigned by HR/Admin Manager, including, office supplies, office security, central file, correspondences, Office Storage, Assets Management, Secretary tasks, meeting arrangement, events/workshop/training arrangement, new initiatives, office arrangement, preparing advance/budget/settlement, produce plan/report, communications, and assist to coordinate staff recruitment process, staff orientation & contract/agreement, staff benefits/ insurance, staff profile, staff movement, personnel database, workbook/work permit/ Quota and NSSF, etc.
- Primary Responsibilities:
- Ensure the office is guarded during working hours. Create/monitor the visitor log and vehicle logbook to ensure that all entering visitors need to register in the log. Ensure all offices are locked when there is no staff. Ensure all office keys are stored at the place where it is easy to access when emergency occurs.
- Take lead to provide logistic support to the programs/Operation. Ensure request is approved and appropriately. Communicate with suppliers to Obtain three quotations, summary quotations, produce agreements. Produce purchase order as needed. Manage procurement process with compliance with policies and procedures of EC policies and donor requirements. Compliance with DCA Procurement procedures. Scan all DCA Procurements, filing in soft and hard copies and producing the report.
- Communicate with suppliers to produce agreements, cooperate rates and get updated regularly once a year. To produce EC supplier list and get update regularly once a year. To conduct screening suppliers name to Anti-Money Laundering and Countering the Financing Terrorist.
- To produce the list of monthly stationery, office supply, phone card and submit for approval. Purchase order the stationery and office supply for office demand and phone card. Record in/out and balance of stationery, produce monthly report, and filed properly. Ensure the stationary usage track sheet is available all time in the stationary cabinets. Ensure the office stationery is used efficiently. Coordinate with finance officer to count and control stock for office supply and stationery at the end of the month.
- Manage assets registration and label. Store the assets at a safe place and with high security protection. Check and maintain the assets two times per year. Produce assets report for all assets conditions, movement. Produce assets disposal list.
- Working with Auditor on checking assets and procurement, as needed
- Play role as the secretary and provide hospitality for any guests/visitor to EC. Receive visitors, screen telephone calls, and answers queries with discretion.
- Assist in undertaking administrative arrangements for any meeting, training, workshops and EC events.
- To provide hospitality and official orientation the new staff to all programs, departments related to admin issues.
- Prepare, manage, petty cash for daily operation department expense and settle with Finance.
- To check, review and submit all monthly telephone, electricity, Internet/Email, water bills, garbage and rentals to Finance for payment.
- Monitor and review office phone usage logbook. Review and pay monthly telephone, electricity, Internet/Email, water, and rentals bills.
- Control the information board and make sure all the internal announcements /public holiday and other information were stick on the information board.
- Produce administrative documents for internal use and external use as required.
- Check and submit Office Security Assistant ‘s monthly overtime for manager approval and submit to finance.
- Checked logbook guard, car, and motorbikes.
- Coordinate the maintenance of air conditioners, office maintenance
- Coordinate for vehicle (motorbikes and cars) maintenance.
- Purchase travel insurance for Youths and EC Staff as requested
- Produce and issue all mission letters for Programs & Operation field trip
- Assist in arranging accommodation, transportation, foods, other materials, for events /workshop/training, as requested.
- Contribute to the Operation planning process and bring new initiatives and creative ideas in order to enhance the operation department and achieve EC’s mission and goals.
- Perform other duties as requested by supervisor
- Assist to organize staff meetings, program meeting, management meeting, donor meeting and other as required. Coordinate to organize refreshment room as programs/operation requested. Book meeting room as programs/operation requested.
- Coordinate staff and driver and to entry car request information on the database.
- Produce monthly, quarterly, half year and annual report and submitted to HR/Admin Manager.
Benefits:
- Phone Card
Expected Profile of Candidates
Languages:
- English - Good
- Khmer - Good
Qualifications:
- Bachelor's Degree in Business administration/ human resource / equivalent
Work History:
- Experience in NGO for 3 years
Skills & Knowledge:
General & Technical Skills
- Knowledge of Administrative/ Procurement/Human Resource and Labor Law,
- Very good in Khmer and English communication
- Very good skills in MS Office (Word, Excel, PowerPoint, Database. Email, etc.)
Soft Skills
- Good time management and organizing skills.
- Ability to prioritize work under pressure.
- Be active, honest and respect confidentiality.
- Good interpersonal and communication skills and ability to work in a cross-cultural team.
- Good teamwork and commitment.
