Admin & Procurement Officer

Workplace Circumstances

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

Position Summary

Duty station: Phnom Penh, with travel to targeted farms

Reports to: Finance Manager

Duties & Responsibilities

• Administration and asset support
• Manage office facilities, utilities, supplies, maintenance and administrative service contracts.
• Coordinate approved meetings, travel, accommodation and field-mission arrangements.
• Maintain administrative, contract and company-document filing systems.
• Maintain asset custody, transfer and maintenance records and support periodic verification with Finance.
• Procurement processing
• Receive approved purchase requests and verify specifications, quantities, required delivery dates and authorisation.
• Confirm budget availability with Finance before starting procurement.
• Obtain technical specifications and acceptance criteria from relevant specialists for seeds, fertilisers, crop-protection products, animal feed, veterinary supplies, equipment and construction materials.
• Obtain competitive quotations, conduct supplier checks and prepare transparent bid or price comparisons.
• Prepare purchase orders or contracts and submit them for approval according to delegated authority.
• Purchasing, delivery and supplier management
• Prepare quotation comparisons, negotiation records, purchase orders and contracts for authorised approval.
• Track orders and coordinate delivery to head office, farms and provincial sites within the required timeline.
• Coordinate quantity and quality verification with the requester, store personnel or technical team before acceptance.
• Follow up on shortages, damaged goods, late delivery, returns and warranty claims with suppliers.
• Records, payment support and reporting
• Submit complete invoices and procurement packages to the AR/AP Officer for payment processing.
• Maintain procurement trackers and report pending purchases, delivery delays, savings, commitments and supplier risks.
• Immediately report conflicts of interest, suspected collusion, false quotations or other procurement irregularities.

Benefits

• Competitive salary and benefits based on qualifications and experience.
• Mission allowance, transportation, fuel, and accommodation support for approved field assignments.
• Communication and necessary work equipment support according to the responsibilities of each position.
• Opportunities for career development within KiriTes’s expanding multi-province agricultural operations.

Languages

• Khmer - Good
• English - Good is preferred

Qualifications

• Bachelor's Degree in Business Administration, Management, Logistics and Supply Chain Management, Accounting, Economics or a related field.

Work History

• Administration, procurement, logistics or supplier coordination for 2 to 3 years as a minimum

General & Technical Skills

• Practical knowledge of purchase requests, quotations, bid comparisons, purchase orders, contracts, deliveries and payment documents.
• Experience purchasing agricultural inputs, equipment, construction materials or office supplies is preferred.
• Ability to evaluate suppliers based on price, quality, delivery capacity and warranty conditions.
• Good command of Microsoft Word, Excel, email and digital filing systems.
• High integrity and understanding of conflicts of interest, confidentiality and procurement fraud risks.
• Good written and spoken Khmer; working English is preferred.
• Willingness to travel to farms and provincial sites when required.

Soft Skills

• Strong negotiation, organisation, record-management and problem-solving skills.