Sponsorship Translator (1 Position)
Position Summary Expectations - Duties, Responsibilities
The purpose of the position
The incumbent is being recruited to help sponsorship team of FH Cambodia with sorting the SLs and translating Child Reply Letters by improving the quality sponsorship communication products (SLs/CRLs) produced and sent to sponsors within default time.
- Key Result #1 Ensure Sponsor Mail and Child Reply Letter with good quality
- Ensure all correspondences in and out are accurately recorded in the logbook.
- Translate all Sponsor Mails (SM) into Khmer and all Child Reply Letters (CRL) into English with high quality.
- Manage correspondences process of delivery/reception to/from the communities through the Field Sponsorship Relations Officer.
- Coordinate sending SMs to sponsored children and CRLs to sponsors within default time through Sponsorship Operations Unit (SOU) at the Operations and Sponsorship Operations Office at the National Office (NO).
- Make sure that a correspondence control form (CCF) of each SM is returned to the NO by enclosing it with the CRL.
- Translate correspondence, reports and other sponsorship related documentation from/to English from/to local language, and ensure that correspondence is in alignment with FH’s Protection Policy.
- Key Result #2 Ensure Sponsorship business is compliance with guideline
- Ensure information flow to/from the communities is efficient and in accordance to the sponsorship guidelines and requirements.
- Work with Child Information and Protection Coordinator to ensure that correspondence packages are received and sent in a secure manner, protecting child information, from/to SDOs through WorldLink, mail couriers (DHL, FedEx, etc.).
- In consultation with Child Information and Protection Coordinator, delegate correspondence and report requests to the assigned field staff.
- Provide feedback and training to field staff on the key guidelines to ensure quality information on letters, photos and reports.
- Other related tasks as requested by Child Information and Protection Coordinator.
- File each child folder (child personal file) properly and put all required documents in the folder. Required documents are: completed consent agreement form, initial and updated CHs, and copy of child’s birth certificate or copy of any document certified child’s identity.
- Values which are consistent with our mission and Christian identity.
- Bachelor’s degree in English Language or a relevant field preferred.
- At least one-year experience working in translation in child sponsorship programs preferred
- Excellent communication skills (in both Khmer and English)
- Able to work flexible hours in a team environment, consistently meeting deadlines
- Strong administrative and organizational skills
- Ability to handle a variety of tasks under pressure
- Ability to work in multi-cultural environment and closely with project staff, and willing to learn
- Fluent in English (writing and speaking)
- Administrative experience and prior experience in Data Entry/biography preparation
- Willing to work in a team and positive, helpful attitude
Executive Secretary (1 Position)
Position Summary Expectations - Duties, Responsibilities
The purpose of the position
The Executive Secretary (ES) provides administrative and secretarial support to the organization, helping to ensure consistent assistance to staff, expatriates and foreign visitors with their visa processing, and flight/hotel booking activities. The ES also ensures timely completion of tasks and responsibilities assigned to him/her by the Country Director.
Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
- Key Result #1: Administrative and Secretarial Support
- Assist in day-to-day activities of the Country Director;
- Attend phone calls, answer the queries & convey messages to the Country Director if required;
- Organize and schedule all programs, meetings including SLT meeting, appointments, update CD’s calendar and provide reminders;
- Assist CD in organizing & preserving all business information & documentation of various meeting minutes, reports, updating online dashboards etc. as needed
- (this role requires to follow strict confidentiality – not to share information or documents with any staff or external stakeholder without the knowledge of CD);
- Provide the CD and SLT staff with necessary documentation for flights/hotels/requests for billing purposes;
- Maintain contact lists and liaison with various personnel, organizations and government agencies and maintain relationship with HQ staff.
- Key Result #2: Visa Processing, Flight and Accommodations/Hotel Bookings:
- Maintain and monitor database of visa expiry dates and length of visa and follow up with individuals when renewals are needed.
- Maintain database of scheduled flights as well as inform the team of incoming visitors/staff/volunteers and keep travel tracker relevant and updated.
- Maintain high standard of services and availabilities to visitors to meet their needs.
- Coordinate itineraries and arrange accommodations for international visitors to accomplish a specific objective during their visit.
- Organize travel arrivals, departures and domestic travel needs of staff and visitors to give them for conveniences and safety during their stay and visit in Cambodia.
- Prepare and process passport, visa and visa extension for national and international staff ensure their passport and visa are still valid enough for their travel purposes.
- Booking Hotel, flights and bus tickets and transportation arrangement for all international visitors.
- Key Result #3: Meeting, Training and Office Maintenance:
- Build interdepartmental relationship and coordination;
- Scheduling and organizing rooms and other requirements for any meeting and training as per request;
- Oversee in coordination with Relevant Departments the cleanliness and decorations of reception area, conference room, devotion and all meeting rooms to create good ambience;
- Key Result Area #4 – Administrative support to HR and Finance Team:
- Assist HR and Finance team in filing and documentation and assist in photocopying and scanning documents.
- Maintain and control the files and ensure confidentiality of documents in the personal files or any business issues and they are in order and updated or any business issues.
- Do the filing and ensure that all original files are complete and securely kept in the HR and Finance department.
- Maintains folders/binders in filing cabinet or shelves or a safe place.
- Key Result #5: Receptionist Service:
- Creating a welcoming environment, greeting, informing, and directing visitors and employees in a warm, courteous, and professional manner.
- Assist in answering telephone calls, take messages and deal with calls as appropriate, including call for making appointment with relevance party.
- Notifies staff of visitor arrival and Maintains security and telecommunications system.
- Informs visitors by answering or referring inquiries.
- Directs visitors by maintaining employee and department directories.
- Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
- Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
- Qualifications
- Work in alignment with FH’s foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose;
- Excellent communication and people skills including warmth and sensitivity, conversational, able to relate to and effectively communicate with people from foreign countries;
- Demonstrated computer operating skills, including proficiency in Microsoft Office products, Google platform, and virtual technologies such as Skype and / or GoToMeeting;
- Able to self-manage a diverse and dynamic set of responsibilities, proactively solve problems and / or suggest viable solutions while advancing goals and objectives;
- High integrity and a strong sense of professional ethics;
- Ability to work under stressful situations.
- Ability to travel up to 10% of time per year
- Education Experience:
- Bachelor’s degree from a four-year college or university and certificate in Business Administration or a related field;
- At least three years related experience in Secretarial jobs, Office Management, Visa Processing and Reservation/Ticketing;
- Direct experience within an INGO, Professional Secretarial Certification and/or a Master’s degree is a plus; or equivalent combination of education and experience.
- Language:
- Proficiency in spoken and written English is a must. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to effectively present information and respond to questions.
