National Procurement Administration Assistant
Position Circumstances
- Career Category: Business Administration, Banking / Finance, Economics, Law, Assistant
- Schedule:Full-time
- Salary: Negotiable
Contract Duration
The National Procurement Administration Assistant will be contracted for Forty-four (44) months from the contract signing date, with the possibility of extension depending on satisfactory performance, project needs, and funding availability. The contract is subject to a three-month probation period. The Chief of the Project Procurement Unit evaluates performance annually and assesses performance during the probation period. The Procurement Review Committee (PRC) discusses performance review results when considering contract extensions.
Duties & Responsibilities:
- Procurement Process Support:
- Assist in preparing all related documents for each step of the procurement process, ensuring accuracy and compliance.
- Coordinate and manage all necessary administrative tasks and logistical arrangements to ensure the smooth execution of procurement meetings
- Handle document signing with stakeholders of HEIP-2, ensuring proper authorization and maintaining accurate records.
- Scan, profile, and organize all procurement-related documents.
- Monitor and follow up on procurement progress to ensure timely completion
- Liaise with the Project Procurement Unit to ensure alignment with procurement objectives.
- Communicate and facilitate collaboration between HEIP-2 stakeholders.
- Support ongoing procurement initiatives through documentation and coordination assistance.
- Perform other administrative tasks as assigned by the Project Procurement Team, ensuring smooth procurement operations as needed
- Assist in preparing and formatting procurement-related correspondence, reports, memoranda, meeting records, and other administrative documents in English and Khmer.
- Assist Project Procurement Officers in preparing procurement documents for goods, works, and consulting services, including Requests for Expressions of Interest, bidding/request documents, invitations, notices, advertisements, and contract award information.
- Assist in organizing bid/proposal openings, evaluation meetings, negotiations, Procurement Review Committee meetings, and other procurement-related activities.
- Assist in preparing agendas, attendance records, meeting materials, draft minutes, action points, and follow-up records.
- Assist in checking procurement documents for completeness, consistency, formatting, references, and supporting documentation before submission for review and approval.
- Maintaining Assets Register and Inventory
- Maintain a register of all the assets provided to the HEIP2;
- Maintain a register of consumables, both incoming and outgoing;
- rrange to mark all the capital items in the facilities office with proper markings, with assistance from the procurement officer.
- Documentation and Reporting
- Maintain a well-organized filing system for procurement-related documents to ensure audit readiness and compliance with regulations.
- Prepare and submit periodic procurement reports to the Procurement Unit, ensuring accuracy and completeness.
- Assist in compiling the final procurement report, incorporating lessons learned and recommendations for future improvements.
- Maintain a tracking system for outgoing and incoming mail, ensuring each document is correctly numbered and filed for easy reference.
- Ensure timely delivery of outgoing correspondence by maintaining a correspondence log, recording recipient details, delivery time, and responsible personnel.
- Ensure the Project Procurement Unit receives copies of all relevant communications related to HEIP-2, maintaining transparency across procurement activities.
- Maintain a dedicated documentation cabinet, storing essential procurement resources such as books, manuals, standard contracts, and reports for project reference.
Expected Profile of Candidates
Languages:
- Khmer - Fluent
- English - Good
Qualifications:
- Undergraduate Degree in the third year of Business Administration, English, Finance, Law, Economics, Information Technology, or a related field. as a minimum
Work History:
- Office operations, administration, finance, procurement, or a related field for 2 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Fluency in written and spoken Khmer and working proficiency in English, including the ability to prepare administrative correspondence, reports, and meeting records.
- Proficiency in Microsoft Office and relevant procurement software.
- Strong computer and digital literacy, including proficiency in Microsoft Word, Excel, and PowerPoint; electronic document management systems; online collaboration and communication tools; and the appropriate and responsible use of artificial intelligence (AI) tools to support document preparation, data organization, analysis, reporting, and knowledge management.
Soft Skills
- High level of integrity and honesty, with the ability to work independently and demonstrate sound judgment.
- Punctual, well-organized, and able to manage multiple tasks efficiently while meeting deadlines.
