Cambodia Development Resource Institute

Administrative and Procurement Assistant

GeneralPosted 4 mo ago

Location

Phnom Penh

Job Type

FULLTIME

Experience

3+ Years

Work Mode

On-site

Languages

English, Khmer

About the role

Greet visitors and assist them with their inquiries.
Provide visitor information and logistical support to CDRI guests.
Ensure that the reception area is properly maintained for guests.
Assist with logistics for CDRI workshops and conferences as requested.
Ensure that telephone, fax, and email equipment are functioning properly and report issues immediately to the appropriate personnel.
Answer phone calls and direct them to the appropriate parties efficiently.
Make phone calls on behalf of Management and the HR Administration Manager as requested.
Send and receive telephone messages and emails, forward them to appropriate individuals, and properly record messages.
Check telephone line, mail, and photocopying bills for both personal and office use, and prepare invoices and claims for personal use.
Ensure that outgoing mail is delivered, received, and distributed accurately, with proper titles, complete addresses, and correct spelling.
Maintain CDRI bulletin boards and information areas, and facilitate the circulation of information among CDRI staff.
Maintain and update contact lists of key government officials, diplomatic corps, and partner agencies.
Keep the staff telephone directory up to date.
Purchase order refreshments (coffee, tea, sugar, milk, cakes) and kitchen supplies for daily office use.
Maintain a register of all photocopying requests.
Maintain and update records of office supplies and coordinate their distribution for office use, fieldwork, training sessions, workshops, and conferences.
Assist the Administration Manager with staff recruitment, including receiving applications, preparing summary lists, and contacting candidates as requested.
Perform other support duties as requested and assigned by Management and the HR Administration Manager.
Assist in preparing procurement documents and purchase orders.
Conduct market research to identify potential suppliers and assist in contract negotiations.
Ensure that procurement processes comply with organizational policies and donor requirements.
Supervise drivers and ensure that travel time is allocated equitably, safe driving standards are adhered to, and drivers carry out their responsibilities efficiently and accurately.
Prepare vehicle accident reports and coordinate with the contracted insurance company regarding accidents that occur.
Ensure that drivers' schedules and overtime records are accurate and up to date.
Ensure that gardener overtime records are accurate and up to date.
Coordinate with outsourced transportation companies for the hiring of vehicles and drivers.
Coordinate with research staff to establish schedules for trips and deliveries.
Prepare overtime claims, travel advances, and per diem clearance documents for drivers engaged in fieldwork.

Requirements

Bachelor's Degree in Business Administration, Public Administration, Development Management, or a related field.
At least 3 years of work experience in administration, procurement, or a related field.
Proficiency in the use of computers and office software packages (e.g., MS Word, Excel, PowerPoint), and well familiarity with database applications.
Good communication skills in both English and Khmer, with strong oral and written proficiency.

Required Skills

Business AdministrationPublic AdministrationDevelopment ManagementAdministrationProcurementMS WordExcelPowerPointDatabase applicationsCommunication skillsOral proficiencyWritten proficiencyEnglishKhmer