Operations Assistant
Position Summary Expectations - Duties, Responsibilities
Additional information:
- Contract Type: Local Staff Contract
- Contract Duration: Initial contract for one year with strong possibility of extension
- Expected Start Date: Early January 2021
- Working Hours: Full time (minimum of 40 hours per week)
- Procurement:
- Receive, review and check Procurement Request form (PRF) upon receipt from the requester
- Update PRF by project and maintain procurement priorities tracking list
- Responsible for contract management, administration of existing contracts and developing a tracking process for new contracts
- Prepare for posting announcements, shortlisting, scheduling, bid comparison, and make recommendation for procurement
- Prepare and issue purchase orders/contracts for the acquisition of goods and services after negotiation of contractual terms and conditions with the vendors/contractors
- Collect and analyze proposals/quotations against specifications and prepare cost bid analysis reports with award justification and reference to other terms and conditions of procurement.
- Conduct due diligence and anti-terror check of suppliers and partners for procurement related matters according to the thresholds.
- Assist in preparing and submit procurement paper trails for review and approval
- Work closely with project team to keep the team updated and informed about the procurement process
- Management of contract amendments and termination.
- Management of payment process.
- Update and verify the roster list of suppliers/vendors.
- File all paper trails of the procurement and arrange filing system on SharePoint
- Maintain vendor relationship before and after business transactions.
- Compile all procurement documents and submit to the finance department for payment to vendors/contractors.
- Logistics
- Responsible for travel arrangements and movements for the field office staff, including travel by air, road, airport pickups and drop offs.
- Responsible for the booking of accommodation for staff and guests using pre-qualified hotels or other recommended hotels.
- Responsible for booking conference and training venues for the field office using procurement procedures
- Ensure all paper trails for payment are organized and submitted in a timely manner.
- Arrange car booking for project staff
- Manage and verify staff travel tracking
- Request attestation and renew visa extension for expat staff
- Organize staff social events and staff retreat
- Assist in shipping
- Administration:
- Oversee reception
- Prepare "Request Payment Voucher" once received invoices such as: Office utilities, house rental, IT's invoice, Refill Toners, Security Guar
- Prepare "Monthly tax return and then go to the bank to make money transfer after signed off, last of all submit document to Tax officer.
- Prepare "Monthly National Social Security Fund" do the same as Monthly tax return.
- Record Petty Cash for office expenses and settlement
- Monitor office and kitchen supply
- Monitor and update fixed asset count 2 times per year
- Update information to MoFA, tax branch, GDT and NSSF related to any changes of management
- Ensure the office environments is maintained to an appropriate level of organization and cleanliness, with monitored provision of sundries
- Coordinate the administration of office resources and arrange for the repair and maintenance of office equipment with the landlord
- Qualification Requirements:
- Cambodian National Only
- Bachelor’s Degree in business management or related field
- At least 3 years experience in procurement of goods/services and consultancies and good knowledge of procurement policies and procedures are desired
- At least 2-3 years experience in logistics and administration is required
- Good knowledge of Ms. Office (Word, Excel, PowerPoint), internet and email
- Good knowledge and experience in browsing and arranging files and docs on SharePoint
- Good interpersonal skills
- Attention to details
- Experienced managing drivers
- Ability to balance multiple priorities and meet demanding deadlines
- Ability to work both independently and as part of a team.
- Strong interpersonal and cross-cultural skills.
- The ability and willingness to travel nationally, sometimes to remote locations
- Good communication skills in both Khmer and English
- Competencies:
- Initiative: The ability to recognize and create opportunities and to act accordingly. Rather starting something than waiting passively for it to happen.
- Problem analysis: The ability to detect problems, recognize important information and link various data to trace potential causes and look for relevant details.
- Accuracy: The ability to work accurate and diligent, with an eye for detail aimed at preventing mistakes.
- Adaptability: The ability to remain fully functional by adapting to changing circumstances (environment, procedures, people).
- Flexibility: The ability to change one’s behavioral style and/or views in order to achieve a set goal
