Administrative and Procurement Assistant
Position Circumstances
- Career Category: HR, Business Administration, Assistant
- Schedule:Full-time
- Salary: Negotiable
Unit: HR & Administration
Reports To: HR & Administration Manager
Supervises: Drivers Assignment and Overtime
Expected Duration: 1 Year with Possibility of Extension
Location: Phnom Penh, Cambodia
Summary of the Role and Responsibilities
The Administrative and Procurement Assistant supports the smooth operation of the organization by working closely with the Administrative Officer, Drivers, and Finance and Research Assistant. The role is responsible for managing front-desk and reception services, including handling mail, coordinating transportation, and ensuring continuous coverage of the reception area to provide effective support to staff and visitors. In addition, the position assists with procurement activities by maintaining vendor relationships, preparing purchase orders, coordinating purchasing processes, and ensuring compliance with organizational procurement policies and procedures.
Duties & Responsibilities:
- Administration
- Greet all visitors and assist them with their inquiries.
- Provide visitor information and logistical support to CDRI guests.
- Ensure that the reception area is properly maintained to receive guests
- Assist with logistics for CDRI workshops and conferences as requested.
- Ensure that all telephone, fax, and email equipment is functioning properly and report any issues immediately to the appropriate personnel.
- Answer all phone calls and direct them to the appropriate parties efficiently.
- Make phone calls on behalf of Management and the HR and Administration Manager as requested.
- Send and receive telephone messages and emails, forward them to the appropriate individuals, and properly record messages. Check telephone line, mail, and photocopying bills for both personal and office use, and prepare invoices or claims for personal use.
- Ensure that all outgoing mail is delivered, received, and distributed accurately, with proper titles, complete addresses, and correct spelling.
- Maintain CDRI bulletin boards and information areas, and facilitate the circulation of information among CDRI staff.
- Maintain and update contact lists for key government officials, diplomatic corps, and partner agencies.
- Keep the staff telephone directory up to date.
- Purchase and order refreshments (coffee, tea, sugar, milk, and cakes) and kitchen supplies for daily office use.
- Maintain a register of all photocopying requests.
- Maintain and update records of office supplies and coordinate their distribution for office use, fieldwork, training sessions, workshops, and conferences.
- Assist the HR and Administration Manager with staff recruitment, including receiving applications, preparing summary lists, and contacting candidates as requested.
- Perform other support duties as requested and assigned by Management and the HR and Administration Manager.
- Procurement
- Assist in preparing procurement documents and purchase orders.
- Supplier research and negotiation: Conduct market research to identify potential suppliers and assist in contract negotiations.
- Compliance and reporting: Ensure that procurement processes comply with organizational policies and donor requirements.
- Supervisory Responsibilities and Approval Powers
- Supervise drivers to ensure that travel time is allocated equitably, safe driving standards are adhered to, and drivers carry out their responsibilities efficiently and accurately.
- Prepare vehicle accident reports and coordinate with the contracted insurance company regarding any accidents that occur.
- Ensure that drivers' schedules and overtime records are accurate and up to date.
- Ensure that gardener overtime records are accurate and up to date and up to date.
- Coordinate with outsourced transportation companies for the hiring of vehicles or drivers.
- Coordinate with research staff to establish schedules for trips and deliveries.
- Prepare overtime claims, travel advances, and per diem clearance documents for drivers engaged in fieldwork.
Expected Profile of Candidates
Languages:
- English - Good
- Khmer - Good
Qualifications:
- Bachelor's Degree in Business Administration, Public Administration, Development Management, or a related field.
Work History:
- At least work experience in administration, procurement, or a related field for 3 years
Skills & Knowledge:
General & Technical Skills
- Proficiency in the use of computers and office software packages (e.g., MS Word, Excel, and PowerPoint), as well as familiarity with database applications.
- Good communication skills in both English and Khmer, with strong oral and written proficiency.
Soft Skills
- Demonstrated facilitation and management abilities, strong organizational skills, and experience in leading and motivating teams.
- Strong communication and mentoring skills, with a commitment to the professional development of researchers.
