Position: Admin and Procurement Officer (SOS Children's Villages of Cambodia)__Deadline:30-August

Location:  RatanakKiri

SOS Children’s Villages Cambodia (www.soscambodia.org) is a Member Association (MA) of the SOS Children’s Villages International federation, which is one of the largest non-for-profit organization in the world dedicated to improving the lives of children and young people without parental care or at risk of losing it.

 

Roles and Responsibilities:

Administration and Office Management

• Manage daily office administration and filing systems.
• Maintain records of official letters, contracts, asset lists, and key documents
• Ensure office supplies, equipment, and logistics are available for operations
• Support organization of meetings, workshops, and events
• Maintain asset register and inventory of equipment and furniture
• Ensure proper maintenance of office and village facilities
• Manage incoming and outgoing correspondence

Procurement Responsibilities

• Conduct procurement of goods and services according to SOS procurement procedures
• Collect quotations, prepare comparison sheets, and submit for approval
• Prepare purchase requests and purchase orders
• Coordinate with Finance for payment processing after goods/services are verified
• Verify goods received against purchase orders and invoices
• Maintain complete procurement files for audit and review
• Ensure transparency, fairness, and value for money in all purchases.

HR Administrative Support

• Maintain updated staff personal files (contracts, IDs, leave records, evaluations)
• Track staff attendance, leave, and timesheets
• Support recruitment logistics (shortlisting, interviews, documentation, onboarding)
• Facilitate new staff induction (forms, policy signing, safeguarding commitment)
• Follow up probation periods and contract renewals with HR Officer
• Prepare HR documentation requested by National HR
• Support staff performance review documentation process

Documentation and Reporting

• Ensure all admin, procurement, and HR documents are correctly filed and accessible.
• Prepare monthly admin and procurement summary reports
• Support internal and external audits by preparing required documents
• Maintain confidentiality of staff and organizational records

Compliance and Internal Control

• Follow SOS Cambodia Procurement, HR, Safeguarding, and Admin policies at all times.
• Ensure segregation of duties between procurement, approval, and payment
• Report any irregularities or risks to the supervisor
• Ensure legal and policy compliance in administrative and HR matters

Key Working Relationships

• Internal

1. Project Manager
2. Finance Officer/Accountant
3. HR Officer/HR Department
4. Program Staff and Caregivers
5. National Office Admin and Procurement team

• External

1. Suppliers and service providers
2. Local authorities, when required.
3. Maintenance and service contractors

Child safeguarding

• Keep safeguarding files secure and confidential.
• Track reporting timelines and collect monthly and quarterly updates.
• Support logistics for safeguarding, PSHEA, and Code of Conduct training.
• Ensure administrative and procurement practices do not expose SOS to risk
• Maintain confidentiality of sensitive staff and program information
• Ensure new staff and caregivers complete safeguarding induction and sign policies.
• Share updated reporting templates and hotline information with villages.
• Check simple compliance items such as posters, complaint boxes, and form availability.
• Relay concerns promptly to the Project Manager or National Safeguarding Focal Point.
• Ensure financial practices do not expose SOS Cambodia to fraud or misuse risks
• Report any suspected misuse of funds or irregularities immediately

Key Requirements (skills, knowledge experience & qualification):

• Bachelor's Degree in Business Administration, Management, or related field or Diploma.
• Administration, procurement, or office management for 2 to 3 years
• Experience in NGOs or the development sector preferred.
• Basic understanding of the Cambodia Labour Law and HR documentation
• Computer skills (Word, Excel, email)

Please send CV and cover letter to
Email:      sos.recruitment@soscvcambodia.org
Phone:    012 645 716
Website: https://soscambodia.org/where-we-work
Please mention "www.Cambodiajobs.Biz" where you saw the ad when you apply!