Job offer: Base Officer

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.

MAG is now seeking applications from suitably qualified and experienced Cambodian Nationals to fill the following position:

Department : Logistics

Report to : Base Supervisor

Staff Reporting to : Storekeeper, Base Drivers, Cleaners, Guards

Position Purpose:

The Base Officer is responsible for providing logistical oversight to the base, through the effective monitoring and follow-up of processes related to procurement, premises management, storekeeping, travel and transport management. The role will be responsible for overseeing the base storekeeper, drivers, cleaners along with guards from all MAG premises.

She/he will have the following specific duties and responsibilities:

Duties

• Specific areas of responsibility:
• Procurement
• Support the Base Assistants with procurement activities and documentation
• Monitor procurement activity via procurement tracker to ensure timely processing of purchases
• Monitor the procurement tracker to ensure it is kept fully updated, and follow up on missing information
• Review/Spot Check procurement paperwork to ensure compliance with MAG policy
• Assist Base Supervisor in setting up preferred providers and updating related contracts
• Prepare documentation to allow processing of contractual payments (rent, internet etc.)
• Prepare fuel reconciliation report and documentation to process fuel payments
• Ensure all procurement documentation is filed, scanned and archived in a timely manner
• Stores Management
• Manage and support the storekeeper with stores processes
• Perform weekly spot checks on stores
• Review quarterly stock replenishment requests for accuracy
• Monitor agreed minimum & maximum stock levels, reporting any concerns to Base Supervisor
• Premises Management
• Assist the Base Supervisor with identifying new staff accommodation
• Manage repairs and improvements to staff accommodation & office locations
• Manage allocation of guards between MAG staff accommodation and field locations
• Ensure MAG premises are kept clean and tidy through management of cleaners
• Travel & Transport
• Make hotel and guesthouse bookings, and prepare documentation to process payments
• Manage office drivers and office vehicles
• Plan & manage base vehicles and driver schedules
• Assign drivers to work in the office when there is no transportation required
• Help drivers to prepare accident reports in case of vehicle damage and accident.
• Ensure that drivers keep all office vehicles in good condition
• Staff Management
• Manage base drivers, cleaners, base and accommodation guards and storekeeper
• Support, direct and manage team members to fulfil their duties
• Build the capacity of team members were relevant through on the job training
• Support in recruitment of new/replacement positions
• Manage team leave balances to ensure annual leave is taken on a timely basis
• Assist team members with registering of leave on MAG HR systems
• Manage performance and disciplinary issues in line with MAG HR policy
• Other
• Travel to MAG field locations as required
• Any other duties as requested by the Base Supervisor
• Responsibilities of all staff
• 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 adhere 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.

Requirements

• Bachelor degree of Business Administration, Logistics or related field
• At least 5 years of appropriate experience
• Experience in line management, including performance management and disciplinary issues
• Ability to work under pressure and meet deadlines
• Proactive, determined, willing to learn & share knowledge and committed to quality
• Excellent written and spoken English
• The ability to communicate with clarity and credibility on paper and face-to-face
• Excellent Computer skills: Windows, Word, Excel and Outlook
• B driving license