Administrative and Procurement Officer

Workplace Circumstances

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

Position Summary

Report to: Admin and Finance Manager

Duty station: Phnom Penh, Travel to province as needed

Unit: Administration and Finance

Purpose of Position: To be responsible for maintaining day to day administration, procurement process and compliance in order to meet legislative requirements and support organization operation.

Duties & Responsibilities

• Administration’s Responsibilities:
• Arrange and coordinate staff meetings, trainings, workshops, including refreshments and meeting materials.
• Provide logistical support for management field trips, internal and external meetings, trainings, and workshops.
• Ensure office facilities, equipment, and general work environment are properly managed, clean, and well maintained.
• Supervise office assistant, cleaner, and security guard to ensure effective service delivery.
• Coordinate office vehicle requests, maintain vehicle logbooks, and follow up on vehicle maintenance and servicing.
• Maintain an up-to-date asset register and manage asset-related processes including physical verification, handover, disposal, and reporting for staff and donors.
• Monitor and control the usage of stationery and office supplies.
• Draft administrative letters and official correspondence.
• Maintain accurate tracking of incoming and outgoing letters and documents.
• Collect, organize, and file minutes and reports from organizational activities such as staff meetings, management meetings, Board meetings, donor meetings, and capacity-building sessions.
• Review utility bills (water, electricity, telephone, internet, etc.) for accuracy and ensure timely processing.
• Manage advances and settlements related to Administration and Finance expenditures, ensuring proper supporting documentation and compliance with internal policies.
• Collect staff timesheets, verify accuracy of staff allocation and leave requests, and ensure proper documentation and filing.
• Coordinate staff insurance matters, including enrollment, updates, and follow-up with service providers.
• Support recruitment processes by assisting the manager with staff announcements, payment preparation, application collection, coordination with relevant departments, scheduling interviews, administering written tests, and maintaining recruitment records.
• Liaise with local authorities and relevant government institutions when legal, regulatory, or administrative support is required.
• Perform any other duties as assigned by the supervisor to support organizational operations.
• Procurement’s Responsibilities:
• Identify procurement needs in coordination with user departments and in line with the organization’s annual preferred supplier list.
• Support procurement planning for projects and departments to ensure timely and cost-effective sourcing of goods and services.
• Provide procurement guidance and technical advice to internal stakeholders.
• Lead the end-to-end procurement process, including sourcing suppliers, requesting quotations, preparing bid/quotation comparison analyses, and processing approvals in full compliance with donor and organizational policies.
• Prepare procurement-related agreements, contracts, and supporting documentation.
• Ensure transparency, fairness, and proper approval processes are followed throughout procurement activities.
• Issue Purchase Orders (POs) and follow up with suppliers to ensure timely delivery.
• Ensure goods and services meet required specifications and quality standards, and prepare or verify Goods Received Notes (GRNs).
• Negotiate prices, delivery terms, and payment conditions to achieve best value for money.
• Prepare and manage contracts, framework agreements, and service agreements.
• Monitor supplier performance and address any issues related to quality, delivery delays, or non-compliance.
• Maintain complete, accurate, and well-organized procurement files and records.
• Verify delivery notes, invoices, and supporting documentation for accuracy and completeness.
• Support internal and external audits by providing procurement documentation, explanations, and reports as required.
• Monitor procurement expenditures against approved budgets.
• Ensure supplier invoices comply with Cambodian tax regulations, including TIN, VAT, and proper supporting documentation.
• Liaise closely with the Finance team to facilitate invoice verification and timely payment processing.
• Perform other procurement-related duties as assigned by management to support organizational objectives.

Languages

• Khmer - Fluent
• English - Fluent

Qualifications

• Bachelor's Degree in business administration or related fields.

Work History

• Experience in administration for 3 years as a minimum
• Experience in procurement process and compliance and contractual for 2 years as a minimum

General & Technical Skills

• Proficiency in Khmer and English (speaking, listening, and writing).
• Computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Soft Skills

• Excellent organizational and time‑management skills.
• Ability to work under pressure and familiarity with inventory management systems.
• Strong interpersonal communication skills and good team work.
• Flexible, self‑motivated, and able to communicate well within a team.