Administrative Assistant
Position Summary Expectations - Duties, Responsibilities
Duty Station : Phnom Penh (with occasional field travel)
Report to : Administrative and Procurement Officer
Contract length : 1 year, renewable subject to effective performance and fund availability
Salary Range : USD 351 – 406 /Month Gross, plus other benefits
Position Summary:
The Administrative Assistant provides essential administrative and clerical support to ensure the efficient operation of the organization. This role involves managing communications, coordinating logistics, maintaining office supplies, and assisting various departments to enhance overall productivity.
- Administrative Support:
- Assist with daily administrative tasks, including managing correspondence, scheduling meetings, and responding to inquiries.
- Maintain organized filing systems for both physical and digital documents.
- Communication Management:
- Manage incoming and outgoing mail, ensuring timely distribution.
- Answer phone calls and direct them to the appropriate personnel.
- Logistics Coordination:
- Arrange travel and logistics for staff and visitors as needed.
- Provide quality driving services in Phnom Penh and designated provinces.
- Conduct daily vehicle inspections (fuel, oil, brakes, etc.), perform minor repairs, facilitate major repairs, and ensure cleanliness.
- Report accidents to the insurance company and notify the Administrative Point of Contact (APO).
- Professionally manage and arrange meeting rooms as needed.
- Coordinate meetings, including preparing agendas, taking minutes, and managing refreshments and related materials.
- Office Management:
- Ensure a well-maintained and organized office environment, stocked with necessary supplies.
- Oversee office equipment maintenance, liaise with service providers, and supervise security
- personnel.
- Procurement Support:
- Assist in preparing procurement requests and obtaining quotes for goods and services.
- Support tracking of small expense reports as necessary.
- Team Collaboration:
- Collaborate with all team members
- Provide support to various departments as requested by supervisors.
- Competency and Skills Requirements:
- Possess a valid driving license and have knowledge of Cambodian traffic laws.
- Basic knowledge of vehicle repair and maintenance, as well as office equipment and fixture repair.
- Familiarity with administrative procedures.
- Ability to manage multiple tasks and prioritize effectively.
- Strong verbal and written skills for effective interaction with diverse stakeholders.
- Capacity to build positive relationships and collaborate within a team.
- Proficient in Microsoft Office Suite and comfortable with office technology.
- Efficient in handling tasks to meet deadlines.
- Qualifications Requirements:
- Education:
- A minimum of a high school diploma or bachelor's degree in business administration, management, or a related field is often preferred.
- Experience:
- At least 2 years of relevant administrative roles.
- Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office equipment.
- Good communication skills.
- Language Requirements:
- Proficiency in the local language and understandable written and spoken English in preferable.
