Admin Officer

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Siemreap Province

Position Summary

Reports to: Head of Finance and Administration/Finance Manager

Starting Date: As soon as possible

Position Overview

The Admin Officer is responsible for supporting the smooth and effective day-to-day administration and operations of BAMBOOS Cambodia. The position provides administrative, HR, office management, logistics and general operational support to the organisation. The Admin Officer works closely with the Head of Finance, management and other team members to ensure administrative processes are organised, properly documented and implemented in accordance with BAMBOOS policies and procedures. The role requires a well-organised, responsible, proactive and service-oriented person who can manage multiple priorities while maintaining confidentiality, accuracy and attention to detail.

Working Approach

The Admin Officer is expected to provide reliable and flexible administrative support across BAMBOOS Cambodia.

The position works primarily with the Head of Finance and supports management and other departments as required. The Admin Officer may coordinate administrative activities with staff, suppliers, service providers and other stakeholders but does not have formal staff management responsibilities.

As BAMBOOS continues to grow, the responsibilities of the position may develop alongside the organisation's administrative systems, policies and structures.

Duties & Responsibilities

• Administration & Office Management
• Maintain organised physical and digital administrative records and documents.
• Prepare, organise and file official letters, agreements, forms, meeting minutes and other administrative documents.
• Coordinate day-to-day office administration, including supplies, equipment and facilities.
• Maintain an updated inventory of office equipment and organisational assets.
• Coordinate office repairs, maintenance and other facility needs.
• Support management and staff with routine administrative requests.
• . HR & Staff Administration
• Maintain staff personnel files, attendance, leave and other HR records.
• Support staff onboarding, offboarding and handover processes.
• Support recruitment administration, including vacancy announcements, interview scheduling and candidate communication.
• Assist with staff meetings, training and other staff development activities.
• Ensure HR records and administrative processes are handled consistently with BAMBOOS policies.
• Maintain confidentiality of staff and organisational information.
• Logistics, Procurement & Coordination
• Arrange transportation, accommodation, meeting venues, meals and other logistical requirements for staff, visitors and organisational activities.
• Support the organisation of meetings, workshops, training sessions, donor visits and other events.
• Coordinate travel arrangements and maintain relevant records.
• Support procurement of office supplies, equipment and administrative services.
• Collect quotations and maintain procurement and supplier records in accordance with BAMBOOS procedures.
• Coordinate with suppliers and service providers regarding administrative and logistical needs.
• Finance & Compliance Support
• Provide administrative support to Finance when required.
• Support Finance to Ensure invoices, receipts, quotations, purchase requests and other supporting documents are properly organised and submitted.
• Assist with tracking administrative expenses and commitments.
• Follow BAMBOOS financial, procurement, HR and administrative procedures.
• Identify administrative risks or gaps and bring them to the attention of the Head of Finance or management.
• Communication, Team Support & Organisational Development
• Serve as a key administrative contact for staff, suppliers, visitors and other relevant stakeholders.
• Respond to routine administrative inquiries professionally and in a timely manner.
• Support communication between management and staff on administrative matters.
• Welcome and assist visitors when required.
• Work collaboratively with Finance, Project Officers and other departments.
• Support the development and improvement of BAMBOOS' administrative systems and procedures.
• Carry out other reasonable administrative duties related to BAMBOOS' operations.

Benefits

• Opportunity to work with an organisation supporting schools and communities in Cambodia.
• Experience across administration, HR, logistics and organisational operations.
• Professional development and learning opportunities.
• A supportive and collaborative working environment.
• Opportunity to contribute to strengthening BAMBOOS' systems and operations.

Languages

• Khmer - Good
• English - Good

Qualifications

• Bachelor's Degree in Business Administration, Management, Human Resources, Public Administration or a related field.

Work History

• Administration, HR support, office management, NGO operations or a similar role for 1 to 2 years as a minimum

General & Technical Skills

• Good written and spoken Khmer and English.
• Good computer skills, particularly Microsoft Word, Excel, email and Google Workspace.
• Previous experience working in an NGO or development organisation.
• Experience in HR administration and recruitment support.
• Experience with procurement, logistics or office management.
• Experience coordinating meetings, training, events or travel.
• Basic knowledge of Cambodian labour and administrative requirements.
• Experience with digital filing and document management systems.

Soft Skills

• Organisation: Able to manage multiple administrative tasks and priorities.
• Attention to Detail: Able to maintain accurate documents, records and information.
• Communication: Communicates clearly and professionally with staff and external stakeholders.
• Confidentiality: Handles staff and organisational information responsibly.
• Problem Solving: Able to identify administrative challenges and find practical solutions.
• Time Management: Able to prioritise tasks and meet deadlines.
• Teamwork: Willing to support colleagues and contribute to a positive working environment.
• Initiative: Able to identify administrative needs and take appropriate action.
• Reliability: Consistently follows through on assigned responsibilities.
• Professionalism: Demonstrates respect, integrity and a positive attitude.