HR Specialist, Office Admin

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Phnom Penh

Duties & Responsibilities

• JOB RESPONSIBILITIES:
• Assists supervisor on managing employee grievances and resolving work conflict by attending investigation interview, minute taken, and represents management in all negotiating with employee representatives and addressing COCO staffs-raised issues/concerns.
• Assists supervisor in designing, reviewing, and procedures of HR policies and guidelines; and ensuring those HR procedures are kept up to date and in place and communicate to as/when necessary.
• Interprets the terms of the labour law, government guidelines/notification/Prakas/circular and trends in the industry and develops/recommends appropriate courses of action to achieve a harmonious labour/management relationship.
• Be familiar with the local employment and labour laws and be able to provide accurate advice to stakeholders, when necessary, as required.
• Ensure enterprise requirements of COCO Caltex stations (17 locations) are compliance to the labour law of Ministry of Labor and Vocational Training (MoLVT) and with the new online system (LACSM) for other compliance; e.g., physical examination registration, employment workbook, staff declaration (IN/OUT), Overtime (OT) registration every 2 months and on public holidays; conduct staff representative election of each COCO Caltex Stations, Head office and Terminal registration, and monitoring the COCO staff data of MoLVT online system (LACMS) are up to date and prepare those compliances requirement for Labor Inspection within 2 times per year.
• Handles COCO recruitment (Caltex Station Staffs) function to ensure that the recruitment plans are in place and staffing strategies are met in terms of competency of candidates and alignment with the Chevron Way and Diversity goals.
• Monitor COCO Caltex station staff leave’s recording of COCO staffs and make sure the leave balance of employees is aligned to the leave guideline/policies.
• Handling a verification of COCO staffs medical leave to ensure it is aligned with Internal Work Regulation, medical leave procedures, and Fitness-For-Duty guideline.
• Support COCO staffs on documentation claim on National Social Security Fund of Cambodia (NSSF), those such as occupation risk and healthcare claim within NSSF law and guideline.
• Partnering with recruitment providers (for COCO Caltex Staffs) and agencies in providing the required services in alignment with procurement procedures; arrange for internal and external job postings (COCO Employees) as per requirements.
• Other admins duties as requiring, such as properly filling docs of COCO Caltex staffs and drafting letter and translating English/Khmer/English as inquiry.
• Prepare the employment contract for new hire COCO Caltex station staffs, letter of bank opening for payroll transfer, Easenet screening, vendor code registration for COCO staffs and suppliers.
• Coordinates with suppliers in travel arrangement such as ticket booking, visa application, accommodation reservation when require.
• Manage office furniture and equipment, supplies/equipment’s purchase, maintenance and manages stationaries inventory.
• Manage overall internal and external delivery services, including incoming and outgoing mails.
• Manages/maintains and review other contracts with suppliers such as hospitals, clinics, and other vendors.
• Handles company’s lease, vehicle monthly rental, and monitor on road tax and insurance expiration.
• Maintains record of company assets and properties such as company rental vehicles, mobile phones and office furniture etc.
• Handles 3rd party contractor wage payment (drivers & cleaners) and expat’s children school fee payment.
• Handle monthly invoices, employee medical benefit, office lease, employee vehicle parking, utilities and telephone bills, and other expenses when require.
• Registers badge both for visitor badge door access issuance and employees/contractors.
• Provides support to other BUs as needed.
• Others:
• Perform ad-hoc/special projects assigned by supervisor.

Languages

• Khmer - Fluent is preferred
• English - Fluent is preferred

Qualifications

• Bachelor's Degree in human resources, Business Administration, or related field

Work History

• Progressive experience in Human Resources for 2 to 3 years as a minimum

General & Technical Skills

• Knowledge of labour laws, labour regulation interpretation, HR compliance to MoLVT’s LACMS & FWCMS system, and HR best practices.
• Strong in business communication, interpersonal, and relationship-building skills, with the ability to interact effectively at all organizational levels.
• Ability to handle confidential information with professionalism and integrity.
• Analytical skills with the ability to prepare, interpret, and present HR reports and workforce data.
• Fluency in English and Khmer, both written and spoken, is preferred.

Soft Skills

• Ability to work independently and collaboratively in a fast-paced environment.