Administrative Officer

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a workforce of over 4,000 employees. The organization focuses on various sectors including health, education, and economic development, aiming to create a positive impact on communities worldwide.

Job Overview:
The Administrative Officer will play a crucial role in supporting the Finance and Operations department by performing a variety of administrative tasks, operational support, and procurement activities for the project and office. This position requires a solid understanding of organizational and departmental policies and procedures to effectively communicate information related to programs, functions, and services. The Administrative Officer will be responsible for preparing documents and reports, utilizing office technology, maintaining records, organizing files, and assisting with procurement activities. The role also involves serving as a primary staff assistant to a department or manager, ensuring that all administrative functions are executed efficiently and in accordance with established guidelines.

Duties and Responsibilities:
The Administrative Officer will be tasked with a wide range of responsibilities including responding to staff requests for administrative support, maintaining and updating inventory lists for non-expendable properties, managing vehicle logistics for project staff, scheduling meetings, preparing reports and presentations, coordinating mail distribution, and liaising with government partners for processing MoUs and work permits. Additionally, the officer will oversee procurement activities by preparing requisition orders, reviewing purchasing files, contacting suppliers, approving bills for payment, and ensuring compliance with organizational and government regulations. The role also includes analyzing quotations, supervising order preparations, and maintaining necessary records for efficient operations.

Required Qualifications:
Candidates must possess a Bachelor's degree in business administration, Procurement, Supply Chain Management, Public Administration, or a related field. A minimum of 3 years of relevant experience in procurement and administrative support is required. The ideal candidate should have a strong understanding of operational guidelines and procedures, excellent oral and written communication skills, and proficiency in Microsoft Office applications. Good problem-solving skills, attention to detail, and the ability to work independently and collaboratively are essential for success in this role.

Educational Background:
The position requires a Bachelor's degree in a relevant field such as business administration, procurement, supply chain management, or public administration. This educational background is crucial for understanding the complexities of procurement processes and administrative functions within the organization.

Experience:
Typically, candidates should have 3-5 years of experience in procurement and administrative support roles. Experience in a non-governmental organization (NGO) is preferred, as it provides valuable insights into the unique challenges and requirements of working in this sector. The ability to communicate effectively and professionally with clients and staff is also essential.

Languages:
Fluency in English and Khmer is mandatory for this position. The ability to read, write, and speak both languages is crucial for effective communication within the organization and with external partners. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position does not have supervisory responsibilities and typically reports to a manager. The job is based in an office environment with typical physical demands, including the ability to sit and stand for extended periods and perform repetitive tasks. The role may require less than 10% travel. FHI 360 is committed to equal opportunity and affirmative action, ensuring a diverse and inclusive workplace. The organization also emphasizes safeguarding and preventing abuse, exploitation, and harassment in all its programs and work environments.