Back Administrative and Logistic Officer

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of based in Phnom Penh.

We are currently seeking qualified candidates for the position of: Administrative and Logistics Officer for the Civil Society Support Activity (CSS) project which is funded by the United States Agency for International Development (USAID).

JOB SUMMARY:

The Administrative and Logistics Officer will be responsible for providing office management and logistic support to ensure compliance with FHI 360 policies and USAID regulations using sound management principles. S/he will work under the Deputy Chief of Party. S/he will provide administrative support to the overall implementation of the project activities and will work closely with the Procurement team and other FHI 360 staff. S/he will provide support to monitoring and learning activity and logistic support to the program implementation.

DUTIES and KEY RESPONSIBILITIES:

Under the overall guidance of the Deputy Chief of Party, the Administrative and Logistics Officer needs to perform the following duties:

• Undertake the Administrative/logistic support to the project in Phnom Penh-based office and field-based staff.
  • Handle procurement requests for the project. This includes collecting and reviewing quotes, submitting requests to FHI 360’s procurement team, and reconciling payments between outside parties (vendors, sub-grantees, consultants, supplies, etc.) and FHI 360.
    • Assist with organizing meetings (both on- and off-site) and provide administrative support during the meetings.
    • Manage travel logistics for CSS staff and visitors which may include preparing travel advances and travel authorizations, booking hotels, obtaining visas, and communicating upcoming staff travel to the project team.
    • Continuously maintain the inventory of non-expendable property and conduct a physical count of the inventory on an annual basis.
    • Coordinate with relevant FHI 360 departments (Procurement, Finance, IT, etc.) to ensure a smooth and high-quality execution of FHI 360-supported activities.
    • Provide administrative support to project staff for copying, scanning, mailing, etc. Additionally, provide ad hoc support to project’s Grants and Monitoring, Evaluation, and Learning teams.
    • Communicate with government partners for processing the project’s Memorandum of Understanding (MoU), work permits, and visas for project team members.
    • Remain informed on government, FHI 360, and USAID guidelines, procedures, regulations, and tools relating to the administration and logistic processes and ensure updated guidance is understood and followed by the project, partners, and grantees.
    • Establish good working relationships and collaborative arrangements with project staff, sub-grantees, donors, provincial office staff, and other interested parties to help achieve the goals of the project.
    • Review documentation for completeness, accuracy, and compliance with FHI 360 policies and USAID requirements.
    • Perform other relevant duties as assigned by the Deputy Chief of Party and Chief of Party.

      MINIMUM REQUIREMENTS:

      • Bachelor’s Degree in administration, public relations, social science, or a related field, with at least 3 years of related experience.
        • Knowledge on operationalizing guidelines and procedures.
        • Good interpersonal skills.
        • Excellent organizational and planning skills.
        • Sensitivity to cultural differences and ability to work with both Cambodians and foreign nationals with respect and confidence.
        • Ability to work well with others and to develop and maintain relationships among project staff, subcontractors, consultants, and recipients of assistance.
        • Ability to negotiate and find acceptable solutions when problems emerge.
        • Familiarity with USAID procedures and procurement processes.
        • Ability to manage activities, set realistic priorities, and plan for the successful implementation of programs.
        • Computer literate with strong skills in the use of Microsoft Office software (Word, Excel, Powerpoint); willingness and ability to learn new programs as required.
        • Well-developed written and verbal communication skills in English, fluency in Khmer.
        • Experience in development field is desirable.

          PERSONAL CHARACTERISTICS NEEDED:

          • Proactive and self-motivated.
          • Ability to adapt to rapid changes in instructions and plans.
          • Self-confidence and ability to adapt and learn new systems and processes.
          • Good judgement and ability to make decisions with limited supervision.
          • Performs tasks with an attention to detail.
          • Ability to work under pressure and meet deadlines.

            This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

            FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

            FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
            
            FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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