Job Summary
The Administrative Officer will work under the AD Finance and Operations. S/he will be performing a variety of administrative, operation support and procurement of materials, parts and equipment for the project and office. Position requires knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/ referring/ assisting others, mail distribution, photocopying, submitting and processing purchase orders as authorized following policies and procedures for the operation of procurement activities. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Position may serve as the primary staff assistant to a department or manager.
Accountabilities:
Administrative
- Responds to staff requests for administrative support as needed.
- Maintain and update the inventory list for non-expendable properties; conduct a physical count on an annual basis.
- Manage FHI360 vehicles to the project staff at requests, or request renting vehicles when FHI360 vehicles are not available and make sure all vehicles have a logbook tracking.
- Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
- Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
- Schedules meetings and meeting arrangements.
- Assists with the preparation of background materials for meetings and conferences.
- Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
- Prepares and maintains documentation, plans, reports, schedules,databases, spreadsheets, logs, etc. to support functions.
- Assignments vary based on department and/or functional area.
- Coordinate scheduling, organizing, and execution of meetings, events, conferences, and offsites.
- Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
- Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution
- Liaised with government partners to facilitate the processing of MoUs, work permits, and visas for all staff
- Remain informed on updated guidelines, procedures and tools relating to Administration procedures and ensure updated guidance is understood and followed by FHI 360 and partners.
- Oversee the purchase for office supplies and cleaning material to ensure a sufficient working reserve for staff usages.
Procurement
- Working as a requestor for initial procurement requisition (PR) and/or as procurement specialist and entering receipt notes for payment in DPA.
- Prepares, maintains, and reviews purchasing files, reports and price lists for department.
- Assists with developing bid specifications.
- Reviews requisition orders to verify accuracy, terminology and specifications.
- Contact suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
- Approves bills for payment and calculates costs of orders and forwards invoices to appropriate accounts.
- Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors.
- Checks shipments to ensure orders are filled correctly and goods meet specifications.
- Compare prices, specifications, and delivery dates to determine the best bid among suppliers.
- Maintains documentation of purchase orders and verifies invoices for payment with accounting.
- Assists with developing and revising procurement operating procedures and policies.
- Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with government regulations and company procedures.
- Analyzes quotations received, selects or recommends suppliers, and schedules deliveries.
- Supervises preparation of orders and follows up to expedite delivery and shipment.
- Obtains certifications of delivery and conducts check against orders. Checks and approves invoices for orders placed
- Develops and maintains necessary records and files for efficient operation.
- Performs other duties as assigned.
Applied Knowledge & Skills:
- Working knowledge of standards and functions and applies the fundamental concepts, practices and procedures of procurement activities.
- Knowledge of company policies and procedures regarding procurement services.
- Excellent oral and written communication skills.
- Proficient use of Microsoft Office and computer software skills.
- Good problem-solving skills, well organized and detailed oriented.
- Ability to analyze and interpret data, identify errors and prepare reports.
- Ability to work well with others and independently.
Problem Solving & Impact:
- Works on problems that are diverse in scope and require evaluation of identifiable factors.
- Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
- Decisions made generally affect own job or specific functional area.
Supervision Given/Received:
- Has no supervisory responsibility.
- Receives instructions on new assignments.
- Typically reports to a manager.
Education: **
- Bachelor’s degree in business administration, Procurement, Supply Chain Management, Public Administration, or a related field, with at least 3 years of related experience.
- Knowledge of operationalizing guidelines and procedures.
Experience: **
- Typically requires 3-5 years of procurement and administrative support experience.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English and Khmer.
- Prior experience in a non-governmental organization (NGO) preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screens and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- Less than 10%
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.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
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.
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