Job offer: Administrative and Logistic Officer

Women Peace Makers (WPM) is Cambodia’s leading organization working on issues of gender and peacebuilding. Founded in 2003, WPM envisions a peaceful and gender just society where everyone, regardless of identity and ability, can reach their full potential and live free from violence. Today’s WPM is the culmination of almost two decades of action and learning in the field with longstanding and well recognized history of intervening in violent situations for women in Cambodia and has developed a strong base of programming to raise awareness, empower women, and advocate for change in the community and conflict settings. WPM is grounded in its approach and community voices inform all of its continued learning and strategic directions. Currently, WPM works at the local level with grassroots communities, at the national level with civil society and key stakeholders, and at the regional level with other NGOs, universities and gender and peacebuilding networks in neighboring countries.

Location: Phnom Penh (visit to the field if needed)

Report to: Administrative and Procurement Coordinator

Purpose:

Administrative and Logistics Officer will work to oversee the organization’s policies, manual and regulation are in line with Cambodia labor law. Provide support for office arrangement to ensure office is clean and having a good working environment. In addition to overseeing organization and projects requirements of procurement plans for purchasing of equipment, services as well as office supplies.

Duties

• Administration and Office Management
• Maintain office supplies inventory and place orders as necessary.
• Ensure the office environment is clean, organized, and conducive to productivity.
• Assist in scheduling meetings, preparing agendas, and taking minutes.
• Manage correspondence, including emails, phone calls, and mail.
• Prepare and format documents, reports, and presentations.
• Assist in planning and organizing events, workshops, and conferences.
• Coordinate logistics, including venue booking, catering, and travel arrangements.
• Coordinate staff training and development activities.
• Assist in processing invoices and reimbursements for office operation expenses
• Assist to ensure all confidential documents are kept in the right places and locked properly.
• Assist to maintain up-to-date employee records according to policy and legal requirements.
• Assist to prepare administration reporting according to policy and legal requirements, including mandatory external government reporting.
• Assist monitoring staff’s leave and attendance record, prepare staff timesheets, collect, and check staff timesheets.
• Support the development and implementation of staff training and development programs.
• Assist in regularly manage and control fixed assets and physical count assets twice per year in June and December
• Regularly and accurately manage office stock, inventory, stationaries, and other office supplies.
• Prepare administrative letters and provide general administrative support to the organization.
• Travel arrangement for staff, arrange venue and booking venue for workshop or any events as required by the organization.
• Ensure office working environment is clean, safe, and hygienic.
• Support further logistic related tasks, and perform other duties as required by line manager and management team.
• Logistic
• Overseeing all the purchasing/procurement requirement of the organization
• Preparing procurement plans for the purchase of equipment, services, and supplies.
• Following and enforcing on procurement policies and procedures of organizations and donor requirements
• Soliciting for quotations, reviewing, comparing, and analyzing on products and services to be purchased
• Managing and maintaining accurate purchase and pricing records
• Maintaining and updating supplier information such as qualifications and services, etc.
• Maintaining good supplier relations and negotiating contracts.
• Researching and evaluating prospective suppliers
• Perform other duties as required by line manager and management team.

Requirements

• Bachelor’s degree in business administration or any related fields.
• At least two years working experiences as Administrative and Logistic or related tasks with NGOs.
• Computer proficiency (Microsoft Office and E-mail)
• Ability to work with a team as well as individually without much supervision.
• Be a proactive fast learner and passionate about gender and peace.
• Flexibility and creative problem -solving skills.
• Excellent attitude and strong people skills
• Good in spoken and written Khmer and English
• Good communication skills and fantastic at managing conflict
• No previous history of child abuse, crime, or sexual harassment