Administration Officer
- Career Category: Exec. / Management, Business Administration, HR
- Schedule:Full-time
- Salary: Negotiable
Responsible to Work Closely with Finance & Logistic Office and report to ED
Unit Admin & Finance Unit
Main Responsibility
The Administration Officer is responsible for providing effective and efficient day-to-day administrative support to ensure the smooth operation of Kdei Karuna Organization (KdK). The role includes coordinating administrative processes, maintaining accurate records, supporting human resources and logistics functions, and ensuring compliance with organizational policies and procedures. The Administration Officer works closely with management, finance, logistics, and project teams to facilitate internal coordination and support the implementation of organizational activities.
Purpose of the Job
The Administration Officer (AO) is responsible for managing all administrative matters of Kdei Karuna Organization (KdK). The AO reports to the Executive Director (ED) and works closely with the Finance and Logistics Officer and project teams to ensure effective and efficient administrative operations. The Administration Officer shall at all times act in accordance with KdK’s Constitution and current policies. The position requires a community-sensitive individual with strong administrative management knowledge, as well as effective communication and facilitation skills, since the role involves a wide range of administrative, coordination, and support functions.
Work Station Based in Phnom Penh and travel to field offices in Kampot Province
** Staff RECRUITMENT: KdK committed preventing type unwanted be haviour work including sexual harassment, exploitation abuse, lack integrity financial misconduct; promoting welfare children, young people adults. KdK expects staff volunteers share commitment through our code conduct. We place high priority ensuring that only those share demonstrate our values recruited work us. Offers employment be subject satisfactory references appropriate screening checks, which can include criminal records terrorism finance checks
- Administration Duties
- Provide administrative support to the organization and all project teams.
- Send, receive, and manage mail and packages, and prepare routine business correspondence.
- Support onboarding and offboarding processes, including induction planning, document preparation, and collection of exit forms.
- Track staff attendance and leave plans, and submit monthly summaries to the supervisor.
- Assist with staff travel administrative requests in a timely manner and ensure proper documentation is submitted.
- Manage office supplies stock and place orders as requiredand maintaining the asset registration.
- Prepare regular monthly administrative (stationery, kitchen, and office supplies) expense requests for office budgets.
- Check and submit staff timesheets for finance team as donor requirement.
- Perform general reception duties, including responding to telephone, email, enquiries and record systems, including mailing lists, membership details, and office records.
- Arrange maintenance for vehicles and office equipment as required.
- Provide administrative support to the Executive Director for Board of Directors (BoD) meetings.
- Support compliance with organizational policies, procedures, and administrative guidelines.
- Assist in preparing administrative reports, letters, and internal memos as required.
- Coordinate meeting logistics, including room setup, attendance lists, minutes taking, and follow-up actions.
- Maintain proper filing systems (both hard copy and electronic) to ensure easy retrieval of documents.
- Support internal coordination between departments and project teams on administrative matters.
- Assist in monitoring office utilities and service contracts (internet, electricity, water, cleaning, security, etc.).
- Support audit and internal review processes by preparing and organizing administrative documents when required.
- Assist in organizing staff events, trainings, workshops, and field activities as assigned.
- Perform any other administrative or operational tasks assigned by the Executive Director or supervisor.
- Human Resources (HR) Duties
- Support recruitment processes, including posting vacancies, collect with screen CVs, cover letters and preparation of recruitment documentation.
- Liaise with candidates regarding interview schedules and recruitment processes.
- Prepare, explain, and process employment contracts, code of conduct, and other relevant HR documents for new staff.
- Coordinate staff contract renewals, probation evaluations, annual performance reviews, and training attendance records.
- Monitor and maintain staff records, including leave balances, emergency contact details, contract start/end dates, and disciplinary records, in accordance with organizational policies.
- Support staff onboarding and orientation processes, including preparing induction materials and staff files.
- Maintain up-to-date and confidential filing systems for staff records, leave forms, and HR-related documents (both hard and soft copies).
- Track staff attendance, leave, and absences, and prepare regular HR summaries and reports for management.
- Support the implementation of HR policies, procedures, and internal guidelines.
- Assist in addressing routine HR queries from staff and provide administrative HR support.
- Assist to support disciplinary and grievance processes by preparing documentation and maintaining records, under the guidance of management.
- Assist in organizing staff trainings, meetings, and internal events as assigned.
- Support HR compliance requirements, including audit preparation and documentation.
- Perform other HR-related duties as assigned by the Executive Director or supervisor.
- Procurement and Logistics Support
- Assist with procurement activities in accordance with KDK procurement guidelines.
- Maintain asset and office supply inventories and prepare replenishment requests.
- Support procurement planning for equipment, services, and supplies.
- Arrange logistics for meetings, workshops, and trainings, including venue booking, refreshments, printing materials, and transportation arrangements.
- Ensure proper documentation and record-keeping for procurement and logistics activities.
- Support procurement processes in line with internal procedures, including collecting quotations and preparing basic documentation.
- Bachelor's Degree in Administration, HR, Management or its recognized equivalent
- At least of experience and professional qualification experience administration management and accounting, logistics management, preferably with NGO experience in a similar position for 3 years
- BA Qualification in Business Administration, Accounting and Finance Management
- Effective written and verbal communication and presentation skills.
- Proficiency in written and spoken Khmer and English;
- Proven good analytical, report writing and organizational skills;
- Good research, report writing and documentation skills;
- Good presentation, oral and written communication skills;
- Good analytical and problem-solving skills;
- Understand the Preventing sexual exploitation, abuse and harassment, Child projection and Safeguarding.
- Logistic Management and related fields
- Procurement knowledge.
- Proven ability to plan, prioritize and organize own work to meet deadlines
- Spirit of initiative, self-motivation, flexibility, ability to work individually and in a team;
- Good interpersonal skills including good coordination and effective working relations with stakeholders;
- Good planning and time management skills;
- Ability to work under pressure and meet tight deadlines;
- Confidentiality, integrity and professionalism are displayed in the execution of duties and personal conduct.
