The HR and Admin Assistant is responsible for coordinating and implementing administrative, procurement, logistics, and human resource support functions to ensure the efficient operation of CamboJA.
The position ensures compliance with organizational policies, donor requirements, and applicable regulations while providing high-quality support to staff, suppliers, consultants, and other stakeholders.
DUTIES & RESPONSIBILITIES:
Procurement and Compliance Management (30%)
Coordinate and implement procurement processes in accordance with CamboJA's procurement policy and donor requirements.
Monitor the annual procurement plan for goods and services.
Maintain and regularly update the supplier and vendor database.
Prepare, organize, and maintain procurement files and support documents in both hard and soft copies.
Monitor procurement contracts and service agreements, including contract renewals and vendor performance.
Ensure procurement records are complete, accurate, and in a timely manner.
Provide guidance to staff on procurement procedures and requirements.
Administration and Logistics Management (25%)
Coordinate local and international travel arrangements, including transportation, accommodation, visas, and travel documentation.
Manage office supplies, stationery, and inventory to ensure uninterrupted office operations.
Coordinate logistics for meetings, workshops, training sessions, and organizational events.
Ensure office facilities, equipment, and assets are maintained and function properly.
Monitor and coordinate service providers, suppliers, and contractors.
Ensure the office environment is safe, clean, secure, and conducive to staff productivity.
Oversee visitor reception and maintain visitor records.
Deliver documents to relevant stakeholders in a timely manner.
Assist in drafting letters, memos, and other related documents.
Records Management and Organizational Filing Systems (25%)
Maintain effective filing and records management systems for organizational documents in both physical and electronic formats.
