Admin & Procurment officer
Position Circumstances
- Career Category: Business Administration, Admin / Supervisory, Logistics
- Schedule:Full-time
- Salary: Negotiable
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.
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
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
Expected Profile of Candidates
Qualifications:
- Bachelor's Degree in Business Administration, Management, or related field
Work History:
- Administration, procurement, or office management for 2 to 3 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Experience in NGOs or the development sector preferred.
- Basic understanding of the Cambodia Labour Law and HR documentation
- Strong organizational and filing skills.
- Good understanding of procurement procedures
- Good communication and coordination skills
- Computer skills (Word, Excel, email)
Soft Skills
- Ability to manage multiple tasks and deadlines.
- Integrity and accountability
- Attention to detail.
- Respect for procedures and compliance
- Teamwork and service mindset
- 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
