Administrative and Procurement Officer

Title: Administrative and Procurement Officer
Location: Phnom Penh, Cambodia
Period of Performance: January – August 2019

Background

Development Innovations (DI) is a six-year USAID-funded project that helps civil society organizations, technology companies, social enterprises and young innovators to design and use information and communications technology (ICT) solutions and employ innovative processes to tackle Cambodia’s development challenges.

Responsibilities

The Administrative and Procurement Officer will be responsible for overall day to day management of office administration, procurement, logistics, and inventory management. She/he will supervise the Office Cleaner and ensure smooth facilities management. This position reports to the Finance & Administration Manager (FAM). Specific responsibilities include:

Administration:

  • Responsible for incoming project mail, telephone inquiries and visitor entrance/exit procedures.
  • Provide arrangements, including the procurement of services, for project workshops, training events, STTAs and other logistical needs as required.
  • Ensure that all administrative records are well-organized, maintained and updated in files and in TAMIS.
  • Manage petty cash and record petty cash transactions in the field reports; alert management immediately if there are any discrepancies.
  • Oversee maintenance and stock control of office supplies and cleaning supplies.

Procurement and Inventory:

  • Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently.
  • Manage the procurement, distribution, maintenance, inventory and replacement of equipment, materials and services, complying with USAID procurement policies. This can include:
    – Equipment procurement,
    – IT service/maintenance,
    – Other services/goods required by the DI office.

  • Lead compliance to procurement policy, advising and collaborating with staff from all departments.
  • Oversee inventory database management.
  • Review all requisitions of procurement valued less than $500.
  • Manage procurement files and document processes of goods and services valued more than $500, including:
  • – Drafting solicitations, requesting quotes, finalizing bid matrices, conducting SAM checks and requesting approvals when required;
    – Reviewing solicitation bids and quotes from vendors in adherence with policies & approved requisitions;
    – Monitoring and tracking all project procurement activities and delivery status of goods/services;
    – Ensuring integrity, fairness, accuracy, and openness in procurement processes;

  • Ensure all procurement files are properly documented in hard copy files and on the DAI TAMIS system.

Qualifications and Experience:

  • Undergraduate degree or equivalent in related field.
  • At least 3 years work experience in the administrative support field, preferably with international donor-funded projects, UN agencies or NGOs.
  • Working knowledge of USAID operations, policies, and procedures, FAR regulations, and DAI operations policies and procedures.
  • Excellent interpersonal skills, self-motivation and ability to meet deadlines.
  • Excellent verbal and written communication skills in English and Khmer.

How to apply:
Candidates interested in the position should email a CV and cover letter with the position of interest in the subject line to developmentinnovationsrecruit@dai.com by Friday, 25th January 2019 at 17:30pm.

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