Office Administrator -- Louvain Coopération

VACANCY ANNOUNCEMENT

Louvain Coopération au Développement (LD) is a Belgian NGO operating in five regions of the world: Latin America, South-East coast of Africa, Central Africa, West Africa and South-East Asia.  Moreover, LD is also working to increase awareness of Belgian community regarding development issues. LD started its work in Cambodia by providing financial and technical support to local organizations in 2004 and works now in three different areas: mental health, other non-communicable diseases, food and economic security.

Details of the position:

Position title:        Office Administrator

Duty Station:        LD office in Phnom Penh (LD CAM), with regular travel to the province

Duration:              4 months (Maternity Leave Replacement)

Purpose of the job:
To assist the Country Director of LD CAM with secretarial, management, administration, financial and logistic work regarding the LD CAM office and their joint projects in Cambodia

Main Duties and Responsibilities:

• Ensure proper financial management of LD coordination and all joint project partner(s)
• Monitor office operations
• Be responsible for logistics and inventory
• Assist in management of human resources
• Be responsible of secretarial, administrative and any other tasks as requested and within the scope of this position
• Assist in translation of paper work or during meetings/field visits/training (Khmer to English and vice-versa).
• Assist in management of projects in the provinces
• Attend meetings when required.

Skills and knowledge required

• University degree in Administration and/or Management
• At least 3 years’ work experience in administration and/or financial management
• At least 3 years’ experience in NGO/Bi- or multilateral projects, preferably in the health sector and close collaboration with government departments
• Proficient English and Khmer with good translation skills and very good English writing skills
• Understanding of French is an advantage
• Strong interpersonal skills
• Very good computer skills

Reports to LD’s Country Director (LD-CD)

Deadline for application: 15 July 2014

How to apply:
Applications should be sent by email to apeeters@louvaincooperation.org and accompanied by a cover letter and curriculum vitae. Only shortlisted candidates will be contacted

Please mention "Cambodiajobs.Biz" where you saw the ad when you apply!   

JOB DESCRIPTION
Office Administrator (Maternity Leave Replacement) – 4 months

Purpose of the job: To assist the Country Direction of LD CAM with secretarial, management, administration financial and logistic work regarding the LD CAM office and their joint projects in Cambodia.

Key Responsibilities
Secretarial work:

• Assure reception responsibilities (welcoming of visitors, making of appointments)
• Receive, record and file in- and out-going mail and documents.
• Maintain filing system for documents and correspondence concerning the running of the LD CAM office and the joint projects
• Ensure administrative checklists are updated.
• Write and circulate office-related administrative papers, including invitation letters, mission orders, minutes of staff meetings and some necessary reports;
• Ensure that the LD-CD and other relevant staff are informed about important documents and correspondence in a timely manner. This includes as well providing information required for reports for the Belgian parties.
• Handling office and staff insurance
• Prepare quarterly report to Ministry of Foreign affairs (MoFA) if required
• Prepare documents related with MoFA and MOH for MOU preparation and extension
• In charge of contract (service, insurance, joint project partner(s) ) follow up

Human Resource Management:

• Assist the LD-CD in the coordination of the staff.
• Staff related issues, such as preparation of contracts and contract extensions, arranging and maintaining leave records, and keeping up-to-date staff files, etc.
• Travel arrangements for all national and international staff, including ensuring availability of project vehicles, arrangement of domestic and international travel by air as, visa arrangements, etc.
• Elaborate, circulate and monitor internal work regulations

Fleet management

• Management of drivers and project vehicles, including work schedules for drivers, monitoring vehicle use and vehicle maintenance and keeping up-to-date vehicle maintenance records and monthly consumption of petrol.

Logistic and Inventory

• Ensure the routine office operation (supplies, maintenance of equipment, communication, staff travels and translation of common documents…)
• Purchases of small items for the office or the projects.
• Maintain inventory of all equipment.

Ensure proper financial management of LD coordination and all joint project partner(s)

• Prepare all the expenses of the LD CAM office using accounting software (encode the expense, perform cash book and analytical imputation of correct cost center and budget line) and send to LD headquarter on monthly basis
• Data entry of income and joint project expense using accounting software (encode the expense and analytical imputation of correct cost center and budget line) and send to LD headquarter
• Prepare LD CAM and collect quarterly financial report (expense compare to budget, income & expense report, balance sheet) of all joint project partner(s) for sending to LD headquarter.
• Ensure the expense is in line with budget plan
• Perform monthly bank reconciliation
• Prepare and collect from the joint project(s) the quarterly budget request to LD head office
• Prepare the budget transfer to joint project partner(s)
• Prepare payrolls and statements of charges and tax, to be validated by the LD-CD
• Work in close collaboration with the joint project partner(s) in keeping the accounts and updating the budgets.
• Ensure that the expense of joint project partner(s) is in line with the cost center and budget plan.
• Assisting in budget preparation with joint project partner(s)
• Reviewing and checking accuracy of expenditures of joint project partner(s).
• Ensure the joint project partner(s) respect the financial procedure from LD head office
• Perform annually the close of the accounting of LD CAM and joint project(s) expenses
• Organize and perform work year-end inventories, depreciation, provisions and accruals entries in accounting software.
• Check completeness of work at year end.
• Prepare all the financial documents for the audit purpose
• Train finance responsible of joint project partner(s) if required

Assist in translation of paper work or during meetings/field visits/training (Khmer to English and viceversa).

Attend meetings when required.

Assist in other secretarial, administrative, logistical and any other tasks within the scope of this position as requested by the LD-CD.

Skills and knowledge required

• University degree in Administration and/or Management
• At least 3-years work experience in administration/management
• At least 3 years’ experience in NGO/Bi- or multilateral projects, preferably in the health sector and close collaboration with government departments
• Proficient English and Khmer with good translation skills and very good English writing skills
• Very good computer skills

Personal Qualities

• Dynamic, with ability to take initiative and work independently
• Able to work under occasional stressful conditions and not objecting to overtime
• Willing to participate to field missions
• Committed and flexible approach to work
• Good interpersonal attitude
• Good communication skills
• Ability to work in a multicultural environment

Reports to LD’s Country Director (LD-CD)

Deadline for application: 15 July 2014
 
How to apply: Applications should be sent by email to apeeters@louvaincooperation.org and accompanied by a cover letter and curriculum vitae. Only shortlisted candidates will be contacted
Please mention "Cambodiajobs.Biz" where you saw the ad when you apply!