Admin and Logistic Officer (1 Position)
Position Summary Expectations - Duties, Responsibilities
FH Benefits
FH Cambodia offers a competitive salary with other benefits including13th month salary, Phone card allowance, Health and Accident insurance (NSSF and FORTE), Seniority payment for UDC, Severance pay for FDC as per the Labor Law in Cambodia, Leaves entitlement as per labor laws of Cambodia, Public holidays according to the notification of the Government and additional benefits, specific to the personnel manual for FH Cambodia.
The Purpose of Position:
To implement the daily operations of several sections of administration/logistics services and ensure that proper services are provided to all FH staff. Ensure smooth office operation and safety and security management, with good delivery of logistics and administration support to the field operations and staff.
- Key result#1: Administration management (50%)
- Ensure that all supply and material lists, such as office supplies and kitchen/bathroom supplies, stationary, minor IT equipment and printing are well organized and up to date to match our organization's standards, and that stock is correctly tracked in and out.
- Ensure that the timely payment for the gasoline Telephone bill, water supplier, electricity Fire bottle, Postage Fee and Utilities.
- Manage petty cash and cash advances for office supplies, equipment, and direct payments at the Phnom Penh office. This includes putting in correct account codes.
- Supervise security guards, the effective and efficient implementation of their functions and areas of responsibility.
- Ensure that the interior building is secured, all the doors are locked.
- Ensure that the office building facilities such as electrical appliances, lighting, electric network, plumbing, etc., and building itself is regularly checked and well maintained. The office repainting needs to be done when necessary.
- Maintain and improve the protection system-emergency plan, training with fire extinguisher to staff once time a year.
- Ensure that all fire protection equipment/elements and fire accesses are in good condition checked/tested regularly.
- Assist Senior Administration Officer to prepare & update asset listing regularly including physical verification vs the records entered in the listing.
- Manage all administrative documents including communication with ministry and other stadtholders including process plate number for car and motor with ministry.
- Arrange office space and necessary equipment for all staff and ensure that all furniture and equipment are in proper order including IT equipment and internet infrastructure.
- Key Result #2: Fleet Management (30%)
- Identify needs, acquiring and utilizing a variety of transport assets to meet the project requirements safely and effectively.
- Ensure that the use of vehicles/moto vehicles are compliant with vehicle management policy and government rules.
- Review the vehicle monthly logbook-, trip-, and fuel records, monitors utilization, maintenance and fuel consumption and carry out monthly fuel and maintenance spend analysis.
- Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports to the manager.
- Key Result #3: Logistics Process (20%)
- Ensure materials/ documents delivery with safety and on time (Country Office to field offices and international offices).
- Create a delivery tracking sheet.
- Execute logistics plan to move products and packages to reach destinations on schedule.
- Reviewed and reconsolidate distribution list from field to finance team
- Responsible for tracking, receiving, and stocking all items ordered and Ensures materials are appropriately stored.
- To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- A commitment to serving the poor and in full agreement with FH’s foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
- Excellent people skills including warmth and sensitivity, conversational, able to relate to and effectively communicate with people from different cultures (at various levels within the organization);
- High integrity and a strong sense of professional ethics;
- Be able to handle multiple tasks under pressure.
- Know and understand government procedure.
- Experience in office management with good delegation skills.
- Ability to visit field areas/campsites as required.
- Education Experience: Bachelor’s degree in business administration in field of General Management or a related field; At least two years related experience in an Administration context; Direct experience within an international-NGO.
- Supervisor Responsibilities: Directly supervises staff. Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints, resolving problems, etc
- Language: Proficiency in spoken and written Khmer and English. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
- Safeguarding Policy: FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the Heartbeat Values, safeguarding, and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.
