SOS Children’s Villages Cambodia

Administration and Procurement Officer

GeneralPosted 2 mo ago

Location

Cambodia

Job Type

FULLTIME

Experience

2+ Years

Work Mode

On-site

About the role

Manage daily office administration and filing systems.
Maintain records of official letters, contracts, asset lists, and key documents.
Ensure office supplies, equipment, and logistics are available for operations.
Support organization of meetings, workshops, and events.
Maintain asset register and inventory of equipment and furniture.
Ensure proper maintenance of office and village facilities.
Manage incoming and outgoing correspondence.
Conduct procurement of goods and services according to SOS procurement procedures.
Collect quotations, prepare comparison sheets, and submit for approval.
Prepare purchase requests and purchase orders.
Coordinate with Finance for payment processing after goods/services are verified.
Verify goods received against purchase orders and invoices.
Maintain complete procurement files for audit review.
Ensure transparency, fairness, and value for money in all purchases.
Maintain updated staff file al (contracts, IDs, leave records, evaluations).
Track staff attendance, leave, and timesheets.
Support recruitment logistics (shortlisting, interviews, documentation, onboarding).
Facilitate staff induction (forms, policy signing, safeguarding commitment).
Follow up probation periods and contract renewals with the HR Officer.
Prepare HR documentation requested by National HR.
Support staff performance review documentation process.
Ensure admin, procurement, and HR documents are correctly filed and accessible.
Prepare monthly admin and procurement summary reports.
Support internal and external audits by preparing required documents.
Maintain confidentiality of staff and organizational records.
Follow SOS Cambodia Procurement, HR, Safeguarding, and Admin policies at all times.
Ensure segregation of duties between procurement, approval, and payment.
Report any irregularities and risks to the supervisor.
Ensure legal and policy compliance in administrative and HR matters.
Keep safeguarding files secure and confidential.
Track reporting timelines and collect monthly and quarterly updates.
Support logistics for safeguarding, PSHEA, and Code of Conduct training.
Ensure administrative and procurement practices do not expose SOS to risk.
Maintain confidentiality of sensitive staff and program information.
Ensure all staff and caregivers complete safeguarding induction and sign policies.
Share updated reporting templates and hotline information with villages.
Check simple compliance items such as posters, complaint boxes, and form availability.
Relay concerns promptly to the Project Manager and National Safeguarding Focal Point.
Ensure financial practices do not expose SOS Cambodia to fraud and misuse risks.
Report any suspected misuse of funds and irregularities immediately.

Requirements

Bachelor's Degree in Administration, Management, or related field or Diploma.
Administration, procurement, and office management for 2-3 years.
Experience in NGOs and development sector preferred.
Basic understanding of Cambodia Labour Law and HR documentation.
Computer skills (Word, Excel, email).

Required Skills

AdministrationManagementProcurementOffice ManagementNGO ExperienceDevelopment Sector ExperienceCambodia Labour Law UnderstandingHR DocumentationComputer SkillsWordExcelEmail

Schedule & Flexibility

Start date:Flexible/ASAP

About SOS Children’s Villages Cambodia

Visit Website

SOS Children’s Villages Cambodia is dedicated to improving the lives of children and young people.

More at SOS Children’s Villages Cambodia

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About the role

Manage daily office administration and filing systems.
Maintain records of official letters, contracts, asset lists, and key documents.
Ensure office supplies, equipment, and logistics are available for operations.
Support organization of meetings, workshops, and events.
Maintain asset register and inventory of equipment and furniture.
Ensure proper maintenance of office and village facilities.
Manage incoming and outgoing correspondence.
Conduct procurement of goods and services according to SOS procurement procedures.
Collect quotations, prepare comparison sheets, and submit for approval.
Prepare purchase requests and purchase orders.
Coordinate with Finance for payment processing after goods/services are verified.
Verify goods received against purchase orders and invoices.
Maintain complete procurement files for audit review.
Ensure transparency, fairness, and value for money in all purchases.
Maintain updated staff file al (contracts, IDs, leave records, evaluations).
Track staff attendance, leave, and timesheets.
Support recruitment logistics (shortlisting, interviews, documentation, onboarding).
Facilitate staff induction (forms, policy signing, safeguarding commitment).
Follow up probation periods and contract renewals with the HR Officer.
Prepare HR documentation requested by National HR.
Support staff performance review documentation process.
Ensure admin, procurement, and HR documents are correctly filed and accessible.
Prepare monthly admin and procurement summary reports.
Support internal and external audits by preparing required documents.
Maintain confidentiality of staff and organizational records.
Follow SOS Cambodia Procurement, HR, Safeguarding, and Admin policies at all times.
Ensure segregation of duties between procurement, approval, and payment.
Report any irregularities and risks to the supervisor.
Ensure legal and policy compliance in administrative and HR matters.
Keep safeguarding files secure and confidential.
Track reporting timelines and collect monthly and quarterly updates.
Support logistics for safeguarding, PSHEA, and Code of Conduct training.
Ensure administrative and procurement practices do not expose SOS to risk.
Maintain confidentiality of sensitive staff and program information.
Ensure all staff and caregivers complete safeguarding induction and sign policies.
Share updated reporting templates and hotline information with villages.
Check simple compliance items such as posters, complaint boxes, and form availability.
Relay concerns promptly to the Project Manager and National Safeguarding Focal Point.
Ensure financial practices do not expose SOS Cambodia to fraud and misuse risks.
Report any suspected misuse of funds and irregularities immediately.