Administrative Manager

Job ID 682

Clerical and Administrative Support Cambodia   Phnom Penh


Description

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with some form of specially-abled.

FUNCTION:

The Administrative Manager is responsible for coordinating and processing purchase orders and invoices and ensuring compliance with the organization’s procurement and relevant policies and procedures and for providing general administrative support. The Manager will ensure that daily operations are carried out professionally, efficiency and effectively. S/he will be part of the Administrative Department of the HPI Cambodia Program and assist in the smooth operation of the Country Program Office, in accordance with HPI objectives, policies and procedures.

 RESPONSIBILIIES AND DELIVERABLES: (including approximate percentage effort)

Procurement (40%):

  • Coordinate and ensure full compliance of procurement activities with the organization’s rules, regulations, policies, and strategies.
  • Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process.
  • Ensure the integrity and transparency of the procurement process.
  • Prepare plans for the purchase of equipment, services, and supplies.
  • Implement proper procurement planning to ensure cost-effective solicitation of goods and services.
  • Review, compare, and analyze products and services to be purchased.
  • Manage inventories and maintain accurate purchase and pricing records.
  • Maintain and update supplier information such as qualifications, delivery times, product ranges, etc.
  • Maintain good supplier relations and negotiate contracts.
  • Follow up on supplier payments while ensuring completeness of relevant documentation.
  • Ensure the disposal of items identified as obsolete follows due process and procedures.
  • Research and evaluate prospective suppliers and prepare budgets, cost analyses, and reports.
  • Prepare evaluation reports, abstracts or financial comparison matrix of offers, compile data contained in quotations, proposals and bids to determine which suppliers can deliver the required goods/services.

 Administration & Logistical Support (40%):

  • Ensure proper use and maintenance of office facilities, equipment, and vehicles.
  • Coordinate and/or facilitate arrangements for travel, meetings, conferences and training workshops, including local transportation
  • Provide adequate and timely logistic support for office operations and other activities of HPI.
  • Prepare contracts for executing specific assignments with external agencies and individuals.
  • Ensure compliance with legal processes and contracts and act as a liaison with the Asia area team in legal matters.
  • Maintain office files and records, and ensure confidentiality
  • Ensure that head-office petty cash transactions and documentation are smoothly managed.
  • Ensure that petty cash reconciled, and monthly report prepared and sent to finance team regularly.
  • Provide active support to Finance and Administration teams during annual audits of the program.
  • Implement asset management procedures.
  • Prepare documentation and draft correspondence and ensure timely submissions to the relevant stakeholders.
  • Regularly conduct appropriate physical inventory count.
  • Monitor and prepare the list of assets/inventories for disposal and acquire appropriate approvals.
  • Provide reports on administrative activities to line manager on a regular basis.
  • Monitor office rentals and ensure they are cost effective.
  • Monitor and ensure safety measures are in place and are implemented in all Heifer Cambodia offices.

 Provide Support to Kundamlay Organization (LSE) (20%):

Serve as general secretary of the LSE

  • Collaborate with the HQ Legal team and ensure that legal requirements regarding registration, registration renewals and other local laws and Heifer polices are complied with and reported on quarterly.
  • Collaborate with the Country People (HR) and Executive Office Manager and ensure full compliance with Heifer policies, procedures and processes, and with local law, and report on a quarterly basis.
  • Ensure the LSE governance function including Board management (scheduling meetings, taking and distributing minutes, filing, etc.) and provide a quarterly report.
  • Ensure compliance with financial management polices, practices and procedures, and audit requirements in alignment with Heifer policies and local law.

 May perform other job-related duties as assigned

 QUALIFICATIONS AND SKILLS:

  • Bachelor’s Degree in Business Administration, Human Resources Management, Training, Office Administration, Procurement and Supply Chain Management or a related field, plus seven (7) years’ demonstrated experience managing an office or providing administrative support, preferably in a non-profit/non-governmental organization, OR
  • Master’s Degree in a relevant field plus five (5) years of demonstrated experience.
  • A strong background in development sector/non-profit work.
  • Proven leadership and administrative skills.

 ESSENTIAL COMPETENCIES:

  • Demonstrate a high degree of honesty and integrity.
  • Ability to manage confidential information.
  • Ability and willingness to travel extensively, both locally and internationally.
  • Willingness and ability to work with a flexible schedule.
  • Ability to foster and maintain a spirit of unity, teamwork and cooperation.
  • Constant face-to face, telephone and electronic communication with colleagues and the public.
  • Ability to establish priorities, achieve deadlines and make sound judgments.
  • Sensitivity in working with multiple cultures and beliefs, and to gender equality.
  • Ability to manage and execute multiple tasks with little supervision while meeting sometimes inflexible deadlines.
  • Excellent knowledge of computer-based word processing and spreadsheet applications (Microsoft Office Suite preferred).
  • Demonstrated proficiency in English language, both oral and written.
  • Excellent organizational skills including strong attention to detail.