HR and Admin Assistant
- Career Category: HR, Admin / Supervisory, Assistant
- Schedule:Full-time
- Salary: Negotiable
Female candidates are strongly encouraging to apply
Department: Operation
Location / Duty Station: Phnom Penh, includes extensive travel to office in Banlung, Rattanakiri and others field offices
Role Purpose / Summary
The Administrative and Human Resource Assistant provide essential administrative and clerical support to ensure smooth daily office operations. This role helps maintain organized records, supports staff and management, manages correspondence, schedules meetings, and handles general office tasks to improve efficiency and productivity.
The role will support the Admin and Human Resources Department in managing employee-related processes. This role assists with recruitment, onboarding, record-keeping, employee documentation, and government compliance and helping ensure effective workforce management and a positive work environment.
Reports To: Administration & Human Resource Coordinator
Type of Contract: Full – Time, Renewable (Annually according to performance)
Working Hours: 40 hours per week
Remuneration: Negotiable according to qualifications and experience
- Operation Delivery, Monitoring and Reporting:
- Human Resource
- Support recruitment function by preparing, posting job vacancies on available network, and organizing interview schedule, ensuring efficient completion of necessary documents, reference check
- Make communications with job applicants and the relevant hiring managers to make sure the interview is set up
- Communicate with Insurance providers for updates on employees’ in and out and process necessary payment with finance team
- Coordinate with provincial team to organize insurance claim and reimburse for any request
- Asist team to help for any concerns related to HR benefits, etc
- Provide feedback to the Admin and HR Coordinator on any modification required to the staff database or issue
- Assistant to coordinator with new staff on board announcement and staff probation and performance review by monthly mailing to remind and notice to their line managers
- Work and coordinate closely with Admin & HR Coordinator to facilitate the supporting document with relevant team at province
- Manage timesheets and update leave balance into tracker monthly.
- Administrative
- Oversee UWS’s equipment such as vehicle, meeting room, fix asset, etc. and ensure that equipment/assets are rightly use and returned properly
- Work closely with housekeeper and office assistant to manage on office supplies, kitchen supplies, and make sure purchase are requested and have available in stock.
- Update asset and inventory list report by monthly and submit to line supervisor
- Yearly count and update of fix asset each year in UWS’s office bases, include Phnom and Province
- Support in resolving any administrative issue with provincial ministry and agency at province
- Asist HR and Admin Coordinator to prepare staff retreat such as organizing accommodation and travels, etc
- Oversee and monitor any request to booking the meeting rooms, vehicle, and conduct monthly spot check of vehicle with relevant department
- Support relevant staff in preparing the first draft of incident/accident report when needed
- Maintain and create employee email whenever UWS new staff arrives and old staff leaves
- Maintain travel calendar for all UWS-Cambodia staff
- Procurement and logistic
- Asist HR and Admin Coordinator on preparing and searching for supplier quotation and purchasing if require
- Communicate and verify goods with suppliers and office staff before delivering to provincial staff making sure that goods are signed on receiving document
- Coordinate all travel and hotel booking programme-wide for visitors and volunteers on extended stays in province
- Provide administrative support to Phnom Penh Office and prepare procurement documentation when required
- Liaise with suppliers and service providers to ensure the timely and accurate completion of orders when it is required
- Liaise with other departments to ensure the payment of regular invoices (such as rental payments for offices, houses, internet, and equipment)
- Assist Admin & HR Coordinator proceed payment with vendors/suppliers
- Other tasks will assign by line manager
- Khmer - Fluent
- English - Good
- Bachelor's Degree
- At least experience working in administrative duties with nonprofit organization for 2 years
- The ideal candidate will have at least of HR, Admin and Procurement experience for 2 years
- Good documentations skills and be able to write report in English
- Proficiency in using Microsoft Excel and Microsoft Word
- Excellent Khmer (written and spoken) and good English (written and spoken)
- Experience of using databases, excel advance
- Persistent, enthusiastic, adaptable and willing to take on new ideas and initiatives.
- Is patient, understanding, and a team player.
- Is prepared to extensively travel to remote communities within Cambodia, including at short notice informing.
- Sound interesting in development works in particular primary education in remote areas
- Flexible and Open-minded person, willing to learn new things
- High commitment and demonstrates a good accountability
- Good communication skills
- Excellent interpersonal skills and demonstrable ability to work as part of a team
- Excellent prioritization and organization skills
- Honesty and reliability
- Have vehicle driving license is an advantage
