Office Manager
Position Summary Expectations - Duties, Responsibilities
Report to: PM/DPM
Role Summary
The Office Manager (HQ) works under direct supervision of and reports to the Deputy Program Manager and Program Manager. The Office Manager line manages non-departmental HQ personnel and has a range of administrative responsibilities relating to international personnel, HQ facilities, HQ-based field teams and local and national authorities.
- Ensure that expat visas, passports and driving licenses are valid and renewed on time.
- Track all documents and issue reminders to staff.
- Keep up to date with changes to government processes and advise accordingly.
- Work with visitors prior to their arrival to arrange necessary visas and approvals.
- Arrange national travel and accommodation for HQ and expat staff:
- Make hotel enquires, recommendations, and bookings.
- Coordinate HALO transportation with Fleet Manager or arrange taxis.
- Liaise with Location Office Managers as required.
- Coordinate all international visitors, with PM support:
- Act as main contact for all visitors.
- All visitors have the correct travel documents for visa and immigration.
- Monitor and support all travel and accommodation requirements.
- Coordinate their schedule with PM and all relevant departments.
- Be up to date with the HALO Trust staff arrival in Cambodia procedures
- Provide any other support as required.
- Record calls from HQ-based mobile teams and promptly pass messages on as required.
- Record calls from the communities (EOD callouts, landmine/UXO accident) and pass messages to mobile teams / management as appropriate.
- Line management of guards, domestic cleaners, and cooks for all Siem Reap properties ensuring that security and catering requirements are properly communicated and fulfilled:
- Develop cleaning schedules for all staff (daily/weekly/monthly).
- Develop ‘deep’ cleaning plans for equipment e.g. fridge, freezer, coffee makers, microwaves, shelves and cupboards.
- Manage food provision at HQ and optimize food supplies.
- Ensure good discipline
- Contacts and information:
- Ensure internal and external contact lists are up to date
- Issue internal and external contact lists and emergency procedure information to all locations.
- Ensure notice boards are up to date with emergency procedures and other relevant information.
- Monitor emails and respond timely
- Inspection of all Siem Reap properties:
- Conduct regular inspections of all properties and compounds to ensure tidiness and functionality of domestic equipment
- Identify areas for maintenance and refurbishment and report to PM.
- Assist with CASEVAC communications when/if required and coordinate with CASEVAC Officer on any other medical related issue
- Any other HQ related administration and coordination with other departments as requested by senior management
- Coordinate plans with the training department to support expat training groups:
- All trainees have the correct travel documents for visa and immigration.
- Monitor and support all travel and accommodation requirements
- Issue sim cards to all trainees and log numbers.
- Manage food provision both in HQ and in the field.
- Assist with any vaccination or health-related arrangement.
- Communication:
- Internal:
- All HQ support staff and location staff if needs
- Deputy Programme Manager / Programme Manager
- All other international staff
- External:
- Immigration local police authorities
- Other agency regarding to visa, flights tickets
- Bachelor’s degree of Business Administration in the field of accounting and finance or equivalent.
- At least three-year experiences in administration, accounting and finance and/or office management.
- Communicate effectively in Khmer and English, both written and verbally.
- Good coordination and organizational and time management skills.
- Proficiency in Ms. Office, Word & Excel
