Admin and Procurement Officer
Position Circumstances
- Career Category: Admin / Supervisory, Business Administration, Accounting
- Schedule:Full-time
- Salary: Negotiable
Reports to : Project Manager
Duty Location : CV Phnom Penh
Department : Program
The Admin and Procurement Officer ensure effective administrative management, transparent procurement, and HR documentation support at the SOS Cambodia location. The role enables smooth daily operations by managing office systems, procurement processes, staff administration records, and logistics in line with SOS Cambodia policies, internal control standards, and the Cambodia Labour Law.
This role does not handle cash or payment processing but works closely with the Finance team to ensure payments are properly documented.
Duties & Responsibilities:
- Administration and Office Management
- Manage daily office administration and filing systems.
- Maintain records of official letters, contracts, asset lists, and key documents
- Ensure office supplies, equipment, and logistics are available for operations
- Support organization of meetings, workshops, and events
- Maintain asset register and inventory of equipment and furniture
- Ensure proper maintenance of office and village facilities
- Manage incoming and outgoing correspondence
- Procurement Responsibilities
- Conduct procurement of goods and services according to SOS procurement procedures
- Collect quotations, prepare comparison sheets, and submit for approval
- Prepare purchase requests and purchase orders
- Coordinate with Finance for payment processing after goods/services are verified
- Verify goods received against purchase orders and invoices
- Maintain complete procurement files for audit and review
- Ensure transparency, fairness, and value for money in all purchases.
- HR Administrative Support
- Maintain updated staff personal files (contracts, IDs, leave records, evaluations)
- Track staff attendance, leave, and timesheets
- Support recruitment logistics (shortlisting, interviews, documentation, onboarding)
- Facilitate new staff induction (forms, policy signing, safeguarding commitment)
- Follow up probation periods and contract renewals with HR Officer
- Prepare HR documentation requested by National HR
- Support staff performance review documentation process
- Documentation and Reporting
- Ensure all admin, procurement, and HR documents are correctly filed and accessible.
- Prepare monthly admin and procurement summary reports
- Support internal and external audits by preparing required documents
- Maintain confidentiality of staff and organizational records
- Compliance and Internal Control
- Follow SOS Cambodia Procurement, HR, Safeguarding, and Admin policies at all times.
- Ensure segregation of duties between procurement, approval, and payment
- Report any irregularities or risks to the supervisor
- Ensure legal and policy compliance in administrative and HR matters
- Key Working Relationships
- Internal
- Project Manager
- Finance Officer/Accountant
- HR Officer/HR Department
- Program Staff and Caregivers
- National Office Admin and Procurement team
- External
- Suppliers and service providers
- Local authorities, when required.
- Maintenance and service contractors
- Child safeguarding
- Keep safeguarding files secure and confidential.
- Track reporting timelines and collect monthly and quarterly updates.
- Support logistics for safeguarding, PSHEA, and Code of Conduct training.
- Ensure administrative and procurement practices do not expose SOS to risk
- Maintain confidentiality of sensitive staff and program information
- Ensure new staff and caregivers complete safeguarding induction and sign policies.
- Share updated reporting templates and hotline information with villages.
- Check simple compliance items such as posters, complaint boxes, and form availability.
- Relay concerns promptly to the Project Manager or National Safeguarding Focal Point.
- Ensure financial practices do not expose SOS Cambodia to fraud or misuse risks
- Report any suspected misuse of funds or irregularities immediately
Expected Profile of Candidates
Qualifications:
- Bachelor's Degree in Business Administration, Management, or related field or Diploma.
Work History:
- Administration, procurement, or office management for 2 to 3 years
Skills & Knowledge:
General & Technical Skills
- Experience in NGOs or the development sector preferred.
- Basic understanding of the Cambodia Labour Law and HR documentation
- Good understanding of procurement procedures
- Computer skills (Word, Excel, email)
Soft Skills
- Strong organizational and filing skills.
- Good communication and coordination skills
- Ability to manage multiple tasks and deadlines.
- Integrity and accountability
- Attention to detail.
- Respect for procedures and compliance
- Teamwork and service mindset
Family Strengthening Officer
Position Circumstances
- Career Category: Social Work, Community Development, Educate/Train/Teaching
- Schedule:Full-time
- Salary: Negotiable
Reports to : Project Manager
Duty Location : CV Phnom Penh
Department : Program
The FSP Officer supports the delivery of Family Strengthening interventions that help vulnerable families care safely for their children and prevent separation. The role includes community engagement, household screening, monitoring the implementation of service packages, and supporting families in accessing livelihoods, education, and social protection. This position directly advances the SOS National Strategic Plan 2026–2028 focus areas on strengthening community-based care, building household resilience, and preventing unnecessary alternative care placements.
Duties & Responsibilities:
- Community Mobilization and Targeting
- Conduct outreach in target villages with local authorities and CCWC.
- Support eligibility screening, household vulnerability assessment, and enrolment.
- Orient families on program objectives and responsibilities.
- Support Service Delivery and Case Work (working together with Case Managers)
- Assist families in meeting goals set in their Family Development Plans.
- Facilitate access to education, health, employment, and public services.
- Provide basic coaching on positive parenting, financial planning, and life skills.
- Help identify needs requiring referral to specialized service providers.
- Safeguarding and Risk Monitoring
- Observe household conditions and ensure children are safe.
- Report protection concerns immediately via safeguarding channels.
- Support community-level awareness on safeguarding and safe parenting practices.
- Economic Strengthening and Livelihoods
- Link beneficiaries to vocational training and business-skills support.
- Guide families in using grants or stipends responsibly.
- Monitor income-generating activities and record progress.
- Coordinate with the private sector and training partners.
- Education and Child Well-being Support
- Track school attendance, dropout risk, and access to materials.
- Coordinate tutoring, school meetings, and learning support as needed.
- Work with teachers to resolve barriers to attendance and learning.
- Networking, Referral & Partnerships
- Build relationships with Commune/Sangkat Councils, CCWC, and DoSVY.
- Maintain strong ties with health centres, schools, and service providers.
- Work with NGOs and civil groups for additional support.
- Ensure referrals are followed up on and documented.
- Monitoring, Documentation & Reporting
- Maintain family progress records and activity reports.
- Enter updated data into CMIS or tracking tools.
- Support monthly reporting and program review meetings.
- Collect case stories and participate in learning workshops.
- Child Safeguarding Responsibilities
- Adhere to SOS Child & Youth Safeguarding Policy and Code of Conduct.
- Report any suspected safeguarding risks immediately.
- Ensure all HR/payroll processes uphold safeguarding standards, especially regarding safe recruitment.
- Working Relationships
- Internal
- Project Manager/FSP Coordinator
- Case Managers and Youth Workers
- Village and National safeguarding teams
- MEAL staff and data/reporting colleagues
- Finance and logistics staff
- External
- Commune/Sangkat Council and CCWC
- DoSVY, schools, teachers, health centres
- Local and International NGOs, CBOs, and private training partners
- Community groups: mothers’ groups, youth groups
- Families and children involved in the program
Expected Profile of Candidates
Qualifications:
- Bachelor's Degree in Community development, social work, education, sociology, public health, or a relevant field
Work History:
- Community development or with vulnerable children/families for 1 to 2 years
Skills & Knowledge:
General & Technical Skills
- Familiarity with community structures (Commune Council, CCWC, VCA, etc.)
- Experience in child protection, livelihoods, or youth support is an advantage.
- Ability to keep accurate records and use simple data tools
Soft Skills
- Strong interpersonal and community engagement skills
- Ability to build trust with families and vulnerable groups
- Coaching and facilitation ability with groups and individuals
- Basic knowledge of safeguarding and child development
- Responsible, respectful, and maintains confidentiality
- Willingness to travel frequently in villages and field sites.
