Position: Administrative Coordinator (Mines Advisory Group)__Deadline:13-May

The Mines Advisory Group (MAG) is a humanitarian organisation clearing the remnants of conflict for the benefit of communities worldwide. MAG is co-laureate of the 1997 Nobel Peace Prize. MAG has been working in the field of Humanitarian Mine Action in Cambodia since 1992.

The Administration Coordinator is to support the Country Director, Head of Support Services, and Support functional heads by conducting key administrative tasks, notably related to visit management and records management.

Specific Areas of Responsibility:

• Support the Country Director (CD) and the Head of Support Services (HOSS) plan, coordinate and action visits by MAG staff and external stakeholders to the programme. In this regard, the Administrative Coordinator will:

Provide inputs into visit planning documents;
Ensure that all programme visitors are provided with visa guidance and support, including Letters of Invitation, where needed;
Plan and book transport and hotels for all visitors, working in close cooperation with Base Supervisors and Logistics staff at all MAG locations in Cambodia;
Liaise directly with MAG colleagues at the HQ and regional level on travel arrangements;
Maintain day to day oversight of visits to ensure plans are being followed and be ready to make schedule adjustments at short notice, if required;
Maintain a record of all visits and a log of lessons learned for future planning.  

• Coordinate and organize logistics for all programme activities and events, including trainings, conferences, seminars, roundtables, in support of the SMT, including making contractual arrangements with venues, hotels and other service providers, in accordance with MAG policies and procedures;
• Support the Head, Procurement and Logistics on the customs clearance of equipment imports required for programme operations;
• Working closely with the Head, Procurement and Logistics and the Human Resources Manager, process work permit and visa requests for all international MAG staff based in Cambodia;
• Working with the Head, Procurement and Logistics, ensure that the Procurement Tracker is kept up to date and that any gaps in records are flagged and corrected;
• Working with the Head, Procurement and Logistics and the Base Supervisors, ensure that asset and inventory management records are kept up to date and flag any potential record management issues to the HOSS;
• Provide administrative support to any investigations being conducted in the programme, providing secretarial and records management services, as required;
• Draft Purchase Requisition Forms (PRF) and ensure all supporting documents for procurements related to events and activities are complete.

All MAG staff are expected to undertake the following general duties:

As part of their roles, all MAG staff are required to:

• Uphold and implement MAG standard policies including, but not limited to the Policy on Personal Conduct, Protection of Children and Vulnerable Adults, Dignity at Work, Financial Crime Policy, Gifts, and Hospitality Policy, and Equal Opportunities Policy
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or department business plan objectives
• Ensure familiarity with and adherence to all MAG policies and procedures and keep informed of MAG activities
• Undertake and apply learning from appropriate training and development programmes.
• Undertake the role in a manner appropriate to the cultural context and within the local legal framework
• On occasion, work outside regular working hours as circumstances dictate and required and as directed by your line manager.

This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All MAG staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Essential Experience

• University degree in a relevant subject is highly desirable.
• More than four years of professional work experience, ideally with an international NGO or international organization;
• Experience in procurement and administration;
• Experience in travel planning and visa management (desirable);
• Knowledge of customs clearance processes other general administrative functions (desirable).

Skills and Knowledge

• Excellent planning and organizational skills;
• Fluent spoken and written English language skills
• Good communication, negotiation skills;
• Ability to liaise with local government authorities;
• Good knowledge of Microsoft Word and Excel and other relevant software packages;
• Ability to demonstrate initiative, be proactive, and take decisions;
• Committed to meeting deadlines;
• Ability to establish effective working relationships at all levels;
• Ability to prioritize work and work calmly under pressure;
• Self-motivated, flexible, and enthusiastic approach to work;
• Interest in and commitment to MAG’s mandate.

How to Apply Interested applicants who meet the requirements should submit a Cover Letter and CV with three referees (certificates should not be included with the application and please subject the email with the position you are applying for, Ex: Ms/ Mr. Xxx Xxx is applying for Administrative Coordinator) to jobs.cambodia@maginternational.org

Moreinfo: https://maginternational.org

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