Administrative Supervisor
- Career Category: Exec. / Management, Business Administration, Admin / Supervisory
- Schedule:Full-time
- Salary: $899
Job Purpose and Brief:
Job Purpose:The Administrative Supervisor ensures smooth and efficient delivery of administrative, facility, transport, and support services at Ratanak International. The role provides leadership and oversight to support staff, manage stock and asset control, coordinates staff events, and supervises building operations to ensure a safe, organized, and well-functioning working environment to enable the organization to operate smoothly and efficiently.
Job Brief: The Administrative supervisor ensures the smooth and efficient operation of administrative, facility, and support services at Ratanak International. This role provides direct supervision to drivers, cooks/home assistants, cleaners, and security guards, ensuring high standards of service, safety, discipline, and teamwork. Key responsibilities include overseeing transport coordination, building maintenance, stock and asset management, financial documentation review, and internal event logistics. The Administrative supervisor promotes strong stewardship of organizational resources, maintains a safe and organized work environment, and supports overall operational effectiveness in alignment with Ratanak’s policies and values. Working closely with all departments, the Administrative supervisor fosters strong communication and positive working relationships, delivering responsive and practical support with a professional and service-oriented approach.
- Supervision & Team Management
- Supervise drivers, cooks/home assistants, cleaners, and security guards, providing clear guidance, standards, and support.
- Monitor team performance and provide regular coaching and administrative capacity building where needed.
- Promote teamwork, accountability, and high service standards.
- Transport & Travel Management
- Manage staff travel schedules and vehicle allocation efficiently.
- Monitor fuel usage, vehicle logbooks, overtime, and maintenance records.
- Ensure vehicles are safe, clean, and properly maintained.
- Administrative & Financial Documentation
- Review documentation related to cash advances, settlements, overtime, travel logbooks, and expense claims to ensure compliance with financial policies.
- Ensure timely and accurate submission of documentation to Finance.
- Support finance team during audits and periodic expense reviews.
- Facilities, Safety & Security
- Oversee building maintenance, safety, and cleanliness.
- Conduct regular safety inspections and risk assessments.
- Supervise security guards to ensure effective access control, visitor management, and incident reporting.
- Ensure a safe, healthy, and welcoming work environment.
- Stock & Inventory Control
- Monitor office supplies, kitchen supplies, and cleaning materials to ensure proper stock levels.
- Maintain accurate stock records and ensure responsible usage of resources.
- Coordinate internal stock distribution and replenishment requests.
- Asset Management
- Maintain and update the organizational asset register.
- Conduct physical asset verification at least twice per year (June and December).
- Ensure proper labeling, tracking, and safe use of organizational assets.
- Staff Events & Administrative Coordination
- Organize and coordinate staff meetings, retreats, devotions, and internal events in collaboration with relevant teams.
- Arrange logistics including venue setup, equipment, refreshments, and support services.
- Support budgeting discussions and planning meetings as required.
- Systems & Cost Efficiency
- Develop and maintain administrative tools and tracking systems to improve efficiency.
- Monitor operational costs and promote responsible resource stewardship.
- Professional Development
- Engage in ongoing professional development in administration, supervision, safety management, and operational best practices.
- 13-month salary
- Indemnity payment
- Health allowance & insurance
- Meals
- Self-care allowance
- Education allowance and more
- Khmer - Fluent
- English - Good
- Bachelor's Degree in Business Administration, Management, or related field.
- Experience in administration, facilities, or operations management for 3 to 5 years as a minimum
- At least of experience supervising support staff (drivers, cleaners, cooks, security guards, or similar roles) for 2 years
- Experience in NGO or non-profit environment is an advantage.
- Fluent Khmer and working knowledge of English.
- Staff supervision and performance management
- Transport and fleet coordination
- Facilities and building management
- Stock control and inventory management
- Asset tracking and verification
- Financial documentation review (OT, logbooks, expense forms)
- Risk assessment and incident reporting
- Event and meeting logistics coordination
- Budget monitoring and cost control
- Proficiency in MS Office (Word, Excel, Outlook)
- Strong leadership and supervisory skills
- High integrity and accountability
- Organized and detail-oriented
- Practical problem-solving ability
- Clear communication and coordination skills
- Service-oriented and supportive mindset
- Calm and responsible under pressure
- Strong stewardship and respect for organizational resources
- Fair, disciplined, and respectful approach to supervision
