Procurement Officer (Replacement)
Position Circumstances
- Career Category: Business Administration, Accounting
- Schedule:Full-time
- Salary: $700 - $750
Work location: NCHADS (PHNOM PENH)
Accountable to: Procurement Manager
Overall responsibility
Under the direct supervision from head of procurement, procurement manager and senior management team of NCHADS, the Procurement Officer is responsible for day-to-day operation including Fixed Assets Monitoring, Procurement of health, non-health products, procurement of Civil works and services on behalf of NCHADS as the SI under The Global Fund HIV/AIDS grant in Cambodia.
Objective
The main objective of this assignment is to provide project technical support to the National Center for HIV/AIDS, Dermatology and STD (NCHADS)-SI, as the Sub Implementer for the effective implementation of the project and to build capacity of NCHADS and its Sub-Sub-Implementers (SSIs). The duration of the services will be for an initial period of twelve (12) months and may be extended mutual agreement depending on the performance of Contract Staff.
Duties & Responsibilities:
- Manage day-to-day fixed asset monitoring activities in accordance with approved SOPs by maintaining accurate and complete asset records in both manual registers and Sun-System.
- Ensure proper recording of asset registration, coding, transfers, location updates, and changes in asset status. Conduct regular physical verification, asset reconciliation, and support disposal processes for obsolete, damaged, or unserviceable assets.
- Prepare fixed asset reports and ensure proper documentation, accountability, safeguarding, and compliance with Global Fund and RGC fixed asset management requirements.
- Maintain and update fixed asset records for NCHADS and SSIs, including asset registration, coding, transfers, location updates, user assignment, and changes in asset status.
- Conduct physical verification and reconciliation of fixed assets by comparing physical assets with asset records to identify discrepancies, missing assets, damaged items, and required follow-up actions.
- Prepare asset disposal processes for obsolete, damaged, or unserviceable assets by preparing supporting documents, updating asset records, and ensuring compliance with approved disposal procedures.
- Conduct regular fixed asset monitoring visits to NCHADS-SI, ART sites, VCCTs, and SSIs to verify asset existence, condition, utilization, safeguarding arrangements, and compliance with asset management procedures.
- Prepare fixed asset reports including semi-annual and annual reports, physical verification results, findings, discrepancies, recommendations, and follow-up actions for management and donor reporting purposes.
- Maintain fixed asset documentation and databases, including purchase orders, invoices, goods received notes, asset transfer forms, disposal records, and verification documents.
- Support audits and verification exercises by providing asset information, supporting documents, and clarification during internal audits, external audits, LFA reviews, and OIG reviews.
- Assist the Procurement Focal Person in managing procurement activities under the Global Fund Project, ensuring compliance with RGC SOPs for Externally Funded Projects, the Financial Management Manual (FMM), Procurement Manual (PM), and applicable Global Fund requirements.
- Support the preparation and updating of annual procurement plans using required formats from MoH/LIT and MEF/PR, and assist in responding to requests from LFA, auditors, OIG, and the Global Fund.
- Coordinate, monitor, and support the implementation of approved procurement plans in accordance with approved budgets and timelines.
- Prepare and process contracts, Letters of Agreement (LOA), and purchase orders while ensuring proper documentation and compliance with procurement procedures.
- Support the preparation of Semi-Annual PUDR and contract administration activities, including contract amendments, performance monitoring, payment processing, contract closeout, database management, and tracking of contracts related to fixed assets.
- Prepare and consolidate fixed assets reports for NCHADS and SSIs to ensure procurement activities and expenditures are implemented in accordance with approved procurement plans and budgets.
- Participate in relevant meetings to support coordination, information sharing, problem-solving, and resolution of cross-cutting operational issues.
- Perform other duties assigned by project management related to procurement, fixed asset management, reporting, and operational support.
Expected Profile of Candidates
Languages:
- Khmer - Fluent is required
- English - Fluent is required
Qualifications:
- Bachelor's Degree in Business Administration, Management Information System or a related field
Work History:
- Procurement and fixed asset management, preferably with donor-funded projects, government programs, NGOs, or international organizations in Cambodia for 3 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Diploma degree in supply chain management /Fixed Assets management will be an advantage.
- Experience in fixed asset management, including asset registration, Sun-System data management, physical verification, asset monitoring, reporting, reconciliation, and disposal processes.
- Experience working with Global Fund projects or other donor-funded programs is an advantage.
- Experience in the procurement of pharmaceuticals, health products, medical supplies, and/or health equipment is preferred.
- Experience in procurement planning, tendering processes, contract management, and compliance with donor procurement requirements.
- Strong knowledge of fixed asset management systems and procedures, including experience using Sun-System for asset recording and reporting.
- Good knowledge of international pharmaceutical procurement and supply chain management systems.
- Understanding of Global Fund (GFATM) procurement, quality assurance policies, and compliance requirements.
- Strong skills in procurement documentation, contract administration, and reporting.
- Proficiency in Sun-System and Microsoft Office applications, including Excel, Word, and PowerPoint.
- Strong communication, negotiation, coordination, and stakeholder management skills.
- Ability to provide supervision, guidance, and support to procurement and asset management teams.
- Excellent facilitation, problem-solving, and organizational skills.
- Previous experience working with The Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM)-funded projects will be considered an advantage.
M & E Officer (Replacement)
Position Circumstances
- Career Category: Health/Medical, Monitoring & Evaluation
- Schedule:Full-time
- Salary: $650 - $700
Work location: Department of Mental Health and Substance Abuse (PHNOM PENH)
Accountable to: DMHDA-SSI Director/DMHSA
Job Summary
Under the overall supervision of the DMHSA-SSI Director, the M&E officer will be responsible for the following duties:
Duties & Responsibilities:
- Specific Responsibilities
- Guiding the overall M&E strategy and implementation of related activities within the project, plus providing timely and relevant information to DMHSA-SSI management team, and then to NCHADS-SI, MOH-LIT/MEF-PR as required. This entails close communication with all core project and M&E staff and field staff when appropriate.
- Follow the M&E system and ensuring it is implemented effectively by the key stakeholders, namely the SSIs and implementing partners. This needs to have appropriate capacities for undertaking his/her own M&E activities, and to link these into an overall assessment of project progress and needed actions.
- Guide SSSIs to prepare their progress reports according to the formats and deadline. Together, analysis these reports in terms of problems and actions needed. Prepare consolidated progress reports for project management to submit to NCHADS-SI, in accordance with approved reporting formats and timing.
- Foster participatory planning and monitoring by training and involving primary stakeholder groups in the M&E of activities.
- Develop the overall framework for project M&E, for example, annual work plan and budget, quarterly travel plans, project reviews, participatory assessments, process monitoring, operations monitoring and lessons-learned workshops.
- Organize and undertake training with stakeholders, including primary stakeholders, in M&E skills, including participatory aspects.
- Review monitoring reports; analyze them for evaluation and to identify the causes of potential bottlenecks in project in project implementation.
- Collaborate with staff and implementing partners on qualitative monitoring to provide relevant information for ongoing of project activities, effects and impacts.
- Organize the meeting/ or refresher training in M&E for project and implementing staff.
- Prepare reports on M&E findings, as require, working closely with financial controller, technical staff and implementing staff.
- Undertake regular visits to the fields according to the approved travel plan, feedback and follow up actions shall be reported, monitored to improve.
- In collaboration with accountant, provide the DMHSA-SSI management team with management information required.
- Make progress reports and provide adequate supporting document and submit to DMHSA-SSI management team in timely manner and then to NCHADS-SI;
- Prepare the minutes of all key technical meetings or concerning technical issues for internal distribution;
- Collaborate with Finance and procurement units to develop and review budget plan to be aligned with annual targets and procurement plan and any other required by the Management Team of DMHSA-SSI and NCHAD-SI;
- Perform other duties as requested by the Management Team of DMHSA-SSI.
- General Responsibilities
- To work with due diligence in carrying out the tasks of the position.
- To cooperate helpfully within and between units to strengthen the performance of DMHSA
- To ensure regular, punctual and full-time attendance to duties during official working hours.
- To strive at all times to assist the unit to attain the highest levels of accuracy and honesty in all its activities.
- To draw the attention of the Head of the Unit immediately to any irregularity or other matter of significance affecting the efficient and honest functioning of the unit.
- To undertake any other duties assigned by the Head of the Unit or the DMHSA Director.
- To participate in developing work plan and supporting finance document for activity in DMHSA.
- This job description may be modified at any time after consultation and agreement between the post holder, the Chief of M&E Unit, and the Director of DMHSA.
Expected Profile of Candidates
Languages:
- Khmer - Good
- English - Good
Qualifications:
- Postgraduate Degree in Public Health or Health Management related field
Work History:
- Monitoring and Evaluation methods and approaches (including quantitative, qualitative and participatory) for 3 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Planning and implementation of M&E systems; training in M&E development and implementation;
- Experienced with the Global Fund to fight AIDS, Tuberculosis and Malaria project an advantage
- Ability to learn quickly, work in team, travels outside of town, and work under pressure
- Excellent in facilitation and communication skills
- Information analysis and report writing (English is a must);
- Good Command in Khmer and English both in writing and speaking
- Excellent facilitation and communication skill
- Highly competent with IT systems including use of MS Office suite (Excel, Word, PPT & Outlook Express).
- Familiarity with the national health system, donor financed and MoH managed projects.
- Demonstrated ability to establish and maintain strong working relationship between key stakeholders.
- Ability to perform effectively under pressure and with time constraints.
