Position: Administration Officer (PSE-I Central) -- PSE

Job Announcement

Pour un Sourire d’ Enfant (PSE) or For a Child’s Smile is a non-profit organization and founded by Christian and Marie-France des Pallières, was established since 1995 in Cambodia. PSE’s mission is to help the most marginalised and debrided children escape from destitution and lead them to decent, skilled and well remunerated jobs. PSE has six main programmes adapted to the needs of the children, those programmes include: food, health, protection, education and schooling, vocational training, and helping families. PSE employs more than 600 employees and provides help to more than 6,500 children and 3000 families. We are operating in Phnom Penh, Sihanouk Ville and Siem Reap.  We are looking for qualified candidates for the positions below.

Administration Officer (PSE-I Central)Department:    PSE-I
Section:    Central
Immediate Manager:    Internship Coordinator

DEPARTMENT & SECTION’S MISSIONS
Department’s missions:

• Provide high level vocational training
• Provide professional and community service promoting the economic development of Cambodia and its people
• Provide PSE students with skills needed on the market

Section’s missions:

• Coordinate administration over PSE-I
• Coordinate and supervise Student Affairs and Internship
• Run Operations of PSE-I

DUTIES AND RESPONSIBILITIES
Purpose of the job: This position shares all administrative related tasks of the central administration team of PSE-Institute. Based on needs, resources and annual planning the employee will be taking care of some or all of below activities shared between 2 to 3 employees

Activities and responsibilities:
-Administer Internship coordination

• Assist Internship coordinator in all activities related to internship administration
• Organise, follow up and record all students interviews with school and companies
• Perform and follow up company satisfaction surveys
• Answer the telephone and give information to caller, message, transfer call to appropriate individual
• Maintain and manage Internship coordination process documents
• Maintain and control on student statistic and information into database
• Update student information and statistic to database for every month
• Update student statistic and data every new intake and academic year in Excel list and database  

-Administer on Alumni database for PSE-I

• Contact alumni to update information or perform surveys  
• Maintain, collect  and update alumni contact data and statistic to database for every month
• Handle the job placement requests and diffuse, record and share with the alumni association

-Student Affairs of External University Students and Beauty &Spa
A. Manage student affair related tasks:

• Follow up attendance and create absence reports
• Follow up their study record
• Arrange their study material and uniform Proposed students who misconduct/behavior to Committee and relevant departments for handling the problem immediately
• Prepare the proposed student who absent many times to social departments and then follow up the case with social team
• Take action on students who absents and send to CD or follow up

B. Arrange their study fee
C. Prepare student list/statistic
D. Arrange their score result/files
E. Arrange their monthly allowance
F. Prepare monthly invoice to clear with finance
G. Manage students and partners requests

- Administer on Secretarial Work

• Set up and maintain efficient office systems within the school’s admin office, including manual and computerized information retrieval systems
• Draft and type correspondence, reports and other documents for the manager and filing as appropriate
• Deal diplomatically with telephone enquiries and visitors to the school and/or for the manager
• Take notes of meetings, type up and distribute to relevant people
• Facilitate in organizing the school events
• Apply rule described in Student Conduct and Discipline Handbook
• Canteen check organization
• Check activity at flag honor

- Administer on Staff Administration

• Maintain computerized personnel records, ensuring accurate records of staff details, including type of contract, pay etc, and recording ethnic monitoring information
• Review and manage staff request and report
• Administer teacher cover by checking teacher absence on each school day and ensure that the class is well managed/controlled
• Manage the overtime payslip form for hourly-paid staff 

-Administer on Documentation

• Facilitate all examination documents (exam schedule, regulation, invigilator list…etc.) and ensure right number of exam papers are available
• Assist the student affair officer to properly file students’ document
• Make and process administrative document to other departments and ministries
• Filing and Arrange admin procedure
• Follow up with teachers for their exam submission scores input scores in database
• Managing and arranging student list and score into the database and network drive
• Maintain data in CSS

-Administer on Logistic and maintenance  

• Supply stationary and school facility for the whole division
• Annually plan the school supplies and manage/control the school stock/inventory
• Make the request stock order and all purchasing request
• Keep report of material usage and generate report to manager as monthly basic
• Timely follow up, monitor, and manage budget spend as monthly basic with invoice references
• Facilitate all maintenance in the whole division
• Bike control (Give permission for fixing bike, control bike borrowing and return, arrange the bike as required in some events)
• ID card issuing.
• Other duties to be assigned by Director, Deputy Director of PSE-I and Operation Supervisor of PSE-I.

QUALIFICATION AND COMPETENCIES
Educational Background:

• At least Associate degree in Business or Administration

Working Experience:

• At least 2 years of professional work experience in company administration

Language requirement:

• English fluent

Know-How (Technical competencies):

• Corporate Communication
• Computer skills: Become and remain proficient in all programs necessary to perform the everyday duties of this position, including proficiency in MS Office Product.

Other competencies required:

• Adaptability
• Interpersonal Skills
• Organizational Skills, Communication Skills, Secretary Skills
• Flexibility
• Interpersonal and presentation skill
• Professional  presentation and social skill to meet and work directly with all level

Work environment knowledge   

• Respect PSE’s values, rules and regulations
• Know PSE’s organization and its partners
• Participate in PSE’s activities with all staff and students

Please send your CVs and cover letter to recruitment@pse.ngo by 31 July 2017, at 5.00 pm, local time. Only applications that meet the qualifications will be considered. 

Address:  No. 402, Trea village, Sangkat Steung Meanchey, Khan Meanchey, Phnom Penh.
Contact Person: PRAK Mealy (Ms.), Number:023 995 660 (extension:111) Mobile: 015 82 52 52
Contact Email Address (for applications): recruitment@pse.ngo   OR  mealy.prak@pse.ngo
PSE do not tolerate child abuse of any forms.  We are an Equal Opportunity Employer.

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