Location: Phnom Penh
Handicap International (HI), under the operation name Humanity & Inclusion (HI), was founded in 1982 in Cambodia.
Roles and Responsibilities:
Contribute to Strategy and steering
- Contribute to drafting and revising the Logistics StratOp by reporting risks and proposing
- solutions in the area of her/his responsibility to the Country Logistics Manager
- Contribute to developing and contextualizing the adapted logistics procedures
- Drafts the incident reports when relevant;
- Prepare, update, and share logistics reports (PMC, CMC, VMC, etc.) on set schedules and analyze data on a dashboard;
- Participate in the preparation of the yearly budget regarding expenses related to HI office structure
- Contributes to internal control within his or her area of responsibility and implements the corrective actions identified.
Implement HI’s standards and accountability within his/her area of responsibility
- Ensures compliance with Logistics and other HI standards with regard to policy, processes, and tools of HI and institutional donors
- A main contributor to the response to Logistic audit
- Implement the LINK platform by updating it regularly and ensure archiving in the system in order to have completed purchase files
- Provide support to other LINK users to ensure its smooth operations
Operational implementation of logistics
1: Carry out efficient management of Logistics planning
- Identifies regular requirements related to logistics (donors, supply, transport, communication customs, etc.)
- Evaluate the capacities of the available and mobilizable logistics resources in his/her areas
- Contribute to establishing a resource plan to run a project
- Takes part in defining the procurement strategy such as identifying markets, applicable procurement procedures, and establish priority to perform all appropriate preparations necessary for the supply (procurement schedule)
- Monitor the supply plan deadlines and issue reminders as necessary
- Sourcing of the supply through extended local and non-local searches (call for interests)
- Maintain supplier database, price list, and availability
- Maintain partnerships with suppliers to facilitate resolving procurement problems
2: Carry out efficient management of the procurement
- Review all incoming requests for compliance with the procurement procedure and the needs are well-understood
- Obtaining quotations
- Review and analyze bids/quotations to recommend the best-qualified supplier to a committee
- Request for validations from internal stakeholders according to the Designated Purchase Signatory Table
- Prepares purchasing documents (RFQ, Summary Bid analysis, Bridger check form, Purchase Order/Purchase Contract/ Framework Order, Framework Agreement, Delivery Note/Reception Note, and Request for Payment) and arching all the documents digitally
- Follow up closely with the suppliers, keep the status of the purchase up-to-date in the Link system and report to the project if needed
- Quality and quantity check for purchased items/services
- Handover the requested items/services to the requester at the right time and right place smoothly
- Ensure monthly payment relating to recurrent purchases (courier, transportation, office renting, air tickets, hotel, office supplies and etc.) to Finance Dept. is timely
- Manage all suppliers related to office service including monitoring supplier performance, and contract validity and ensuring the timely contract extension/renewal
3: Ensure efficient management of HI equipment/assets
- Ensure that the Equipment Monitoring Chart (EMC) is accurate and up-to-date
- Make sure new equipment has equipment identification code
- Periodically physically check and verify the equipment/asset/general asset list
- Prepare adequate documentation that justifies the change of status of equipment (certificate of donation, certificate of sale, certificate of loss, etc.) and ensure they are approved by the Country Logistics Manager,
- Ensure the General Asset List is up-to-date
- Leading under the supervision of the Country Logistics Manager in the disposal process (internal/external bid, sale as recycling, destruction, etc.)
- Facilitate with RITM and/or external service provider for equipment maintenance/repairing
- Coordinate with RITM/CLM to allocate equipment to users
- Ensure that concerned staff receives training on properly using specific equipment (laptops, etc.).
4: Ensure correct management of premises and other general facility
- Ensure that HI premises (offices and international staff’s accommodations if any) are safe and secure, proceed to regular security assessment and propose solutions when a risk is identified,
- Be the focal point for problems that arise in HI premises (HI offices and staff accommodation if any) and propose and/or provide effective solutions to those problems,
- Performing routine inspections in the office and making repairs as needed
- Supervise the work done by external service providers (maintenance and reparation, cleaning of HI premises),
- Supervise the follow-up of HI premises’ contract (offices and international staff’s accommodation) and anticipate the renewal or the termination of these contracts, on request identify potential new premises for rental
- Carry out travel booking (bus ticket, air ticket, accommodation) in the country
- Forecast the needs for stationery and office supplies, stock monitoring report is up-to-date and accurate
Emergency preparedness and response
- Contributes to the programme's emergency preparedness actions and, during an emergency response, adapts his/her working practices to help facilitate an effective humanitarian response by HI
Key Requirements (skills, knowledge experience & qualification):
- Bachelor’s degree in Economics& Business Administration, or a related field; or an equivalent professional qualification.
- Minimum of 4 years of relevant experience in procurement, supply chain and office/facility administration.:
- Strong procurement skills, including contracting, market analysis, and supplier management.
- Good knowledge and practical use of MS Office applications (Word, Excel, Outlook, PowerPoint).
- Experience working with an international NGO, multilateral agency, or donor-funded project (preferred).
- Excellent interpersonal and communication skills.
- Strong organizational abilities and capacity to manage multiple tasks.
- Ability to work both independently and as part of a team.
- High attention to detail and accuracy.
- Fluency in written and spoken English.
Please send CV and cover letter to
Email: recruitment@cambodia.hi.org
Phone:
Website: https://www.hi.org/en/index
Please mention "www.Cambodiajobs.Biz" where you saw the ad when you apply!
