Administrative and Human Resource Coordinator
Position Circumstances
- Career Category: HR, Business Administration
- Schedule:Full-time
- Salary: Negotiable
Report toSenior Finance and Administrative Manager
The Administrative and Human Resource Coordinator is responsible for overseeing the organization’s daily administrative operations and core HR functions while ensuring compliance with Cambodia’s Labor Law. Key responsibilities include coordinating the recruitment and selection process, facilitating new staff onboarding and orientation, maintaining accurate HR records and documentation, and managing attendance and leave tracking. The role also leads staff well-being initiatives and contributes to fostering a positive and supportive workplace culture.
In addition, this position oversees procurement and asset management to ensure transparent, timely, and compliant purchasing and inventory processes. The Administrative and Human Resource Coordinator also supervises the Admin and Logistics Assistant, providing guidance, performance oversight, and task coordination to ensure efficient administrative and logistical support across the organization. This role is essential in promoting operational efficiency and enhancing the overall employee experience.
Duties & Responsibilities:
- Administrative and Operational Management Tasks:
- Ensure proper safeguarding and secure storage of confidential documents, maintaining organized filing systems and controlled access in line with organizational policies.
- Prepare and submit administrative reports in accordance with internal policies and Cambodian legal requirements, including mandatory government reporting and compliance documentation.
- Oversee fixed asset management, including accurate record-keeping updates to the asset register, and coordination of physical inventory counts twice per year (June and December).
- Manage office stock and inventory, ensuring regular monitoring and timely replenishment of stationery, supplies, and materials to support smooth operations.
- Coordinate staff travel arrangements, including transportation, accommodation, and related logistics; manage venue bookings for workshops, trainings, and organizational events.
- Manage in maintaining a clean, safe, and hygienic office environment, and provide operational coordination to ensure day-to-day office activities run efficiently and effectively.
- Plan and coordinate logistics for meetings, workshops, field missions, organizational events, board meetings, and donor visits, ensuring all arrangements are well-organized and timely.
- Oversee office utilities, equipment maintenance, vendor relations, and filing systems, ensuring accuracy, organization, and audit readiness.
- Implement and monitor procurement procedures, including vendor sourcing, quotation collection, bid evaluation, and purchasing processes in compliance with internal policies and donor requirements.
- Liaise with relevant government offices to support staff registrations, work permits, visas, organizational licenses, and other compliance-related needs.
- Maintain strong professional relationships with office landlords, insurance providers, suppliers, and other institutional partners to support positive and reliable service delivery.
- Human Resource Management Tasks:
- Ensure organizational compliance with Cambodia’s Labor Law, internal HR policies, and accountability standards, and facilitate staff understanding of relevant policies and procedures.
- Maintain accurate, up-to-date employee records in accordance with organizational policy, data protection standards, and legal requirements.
- Oversee attendance and leave management, ensuring timely verification of staff timesheets, proper documentation, and compliance with Cambodian labor regulations.
- Prepare and process monthly NSSF contributions in compliance with Cambodian labor regulations.
- Lead the planning and implementation of staff learning and development initiatives, including capacity-building programs and compliance-related training.
- Provide oversight of labor law compliance, ensuring staff are well-informed of organizational standards, HR procedures, and employee rights and responsibilities.
- Coordinate end-to-end recruitment processes, including job posting, candidate screening, interview scheduling, reference checks, contract preparation, and onboarding/orientation.
- Coordinate the performance management process, contribute to staff development planning, and support the review and updating of HR policies and systems.
- Provide confidential and professional support on HR matters, ensuring staff well-being, employee care initiatives, and the promotion of a positive organizational culture.
- Strengthen staff engagement mechanisms, including feedback systems, team-building initiatives, and communication channels that enhance morale and productivity.
- Lead the development and updating of HR manuals, staff handbooks, administration procedures, and related internal guidelines, ensuring clarity and compliance.
- Compliance, Regulatory & Staff Support
- Ensure compliance with Cambodian laws and NGO regulatory requirements, including MOLVT, MOI, and donor standards.
- Track labor law changes and advise management on HR and administrative implications.
- Ensure internal and external audits and maintain documentation for compliance reviews.
- Act as a central support point for staff inquiries, help coordinate internal communication, and foster a respectful, inclusive working environment.
- Cross-Functional Operations Support
- Ensure the implementing organizational safety and security protocols, maintaining emergency plans, safety equipment, and incident-reporting documentation.
- Coordinate safe travel arrangements for staff during field missions to ensure risk-aware and compliant travel procedures.
- Collaborate with IT service providers to resolve basic technical issues and ensure smooth functioning of office systems such as email and shared drives.
- Maintain software licenses and support staff with basic troubleshooting and system-use guidance.
- Ensure timely procurement for project activities in alignment with internal policies.
- Perform other duties as required by the line supervisor and management team.
Benefits:
- Competitive based on qualifications and experience
Expected Profile of Candidates
Languages:
- Khmer - Good
- English - Good
Qualifications:
- Bachelor's Degree in business administration or any related fields
Work History:
- At least Working experiences as Administrative and Human Resources or related tasks with NGOs for 3 years
Skills & Knowledge:
General & Technical Skills
- Computer proficiency (Microsoft Office and E-mail)
- Good in spoken and written Khmer and English
Soft Skills
- Ability to work with a team as well as individually without much supervision.
- Be a proactive fast learner and passionate about gender and peace.
- Flexibility and creative problem -solving skills.
- Excellent attitude and strong people skills
- Good communication skills and fantastic at managing conflict
- No previous history of child abuse, crime, or sexual harassment
