We are currently seeking a qualified candidate for the position of Administrative and Logistics Officer, Phnom Penh for a USAID-funded Innovations for Social Accountability in Cambodia (ISAC). The project focuses on expanding citizen participation and collective action for improvement of public services, through increased access to information, analysis, dialogue, and the use of social accountability tools. The positionโs core duties and assignments are reflected below, though specific assignments are expected to change from time to time.
The Administrative and Logistics Officer will be responsible for providing office management and logistic support to ensure compliance with FHI 360 policies and USAID regulations using sound management principles. S/he will work under the supervision of the Finance and Administration Manager. S/he will provide administrative support to the overall implementation of the project activities and will work closely with the Procurement team and other FHI 360 staff. S/he will provide support to monitoring and learning activity and logistic support to the program implementation.
KEY RESPONSIBILITIES AND CONTRIBUTIONS:
Under the overall guidance of Finance and Administration Manager, the Administrative and Logistics Officer needs to perform the following duties:
- Undertake the Administrative/logistic support to the project in Phnom Penh-based office and field-based staff.
- Handle procurement requests for the project. This includes collecting and reviewing quotes, submitting requests to FHI 360โs procurement team, and reconciling payments between outside parties (vendors, sub-grantees, consultants, supplies, etc.) and FHI 360.
- Assist with organizing meetings (both on- and off-site) and provide administrative support during the meetings.
- Manage travel logistics for ISAC staff and visitors which may include preparing travel advances and travel authorizations, booking hotels, obtaining visas, and communicating upcoming staff travel to the project team.
- Oversee the purchase for office supplies and cleaning material to ensure a sufficient working reserve for staff usages.
- Support program staff to do procurement process in DPA system.
- Continuously maintain the inventory of non-expendable property and conduct a physical count of the inventory on an annual basis.
- Coordinate with relevant FHI 360 departments (Procurement, Finance, IT, etc.) to ensure a smooth and high-quality execution of FHI 360-supported activities.
- Provide administrative support to project staff for copying, scanning, mailing, etc. Additionally, provide ad hoc support to projectโs Grants and Monitoring, Evaluation, and Learning teams.
- Communicate with government partners for processing the projectโs Memorandum of Understanding (MoU), work permits, and visas for project team members.
- Remain informed on government, FHI 360, and USAID guidelines, procedures, regulations, and tools relating to administration and logistic processes and ensure updated guidance is understood and followed by the project, partners, and grantees.
- Establish good working relationships and collaborative arrangements with project staff, sub-grantees, donors, provincial office staff, and other interested parties to help achieve the goals of the project.
Qualifications/Experiences:
- Bachelorโs Degree in administration, public relations, social science, or a related field, with at least 3 years of related experience.
- Knowledge on operationalizing guidelines and procedures.
- Good interpersonal skills.
- Excellent organizational and planning skills.
- Sensitivity to cultural differences and ability to work with both Cambodians and foreign nationals with respect and confidence.
- Ability to work well with others and to develop and maintain relationships among project staff, subcontractors, consultants, and recipients of assistance.
- Ability to negotiate and find acceptable solutions when problems emerge.
- Familiarity with USAID procedures and procurement processes.
- Ability to manage activities, set realistic priorities, and plan for the successful implementation of programs.
- Computer literate with strong skills in the use of Microsoft Office software (Word, Excel, Powerpoint); willingness and ability to learn new programs as required.
- Well-developed written and verbal communication skills in English, fluency in Khmer.
- Experience in development field is desirable.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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- Bachelorโs Degree in administration, public relations, social science, or a related field, with at least 3 years of related experience.
- Handle procurement requests for the project. This includes collecting and reviewing quotes, submitting requests to FHI 360โs procurement team, and reconciling payments between outside parties (vendors, sub-grantees, consultants, supplies, etc.) and FHI 360.