SENIOR ADMIN AND PROCUREMENT OFFICER

JOB DESCRIPTION

JD ID: KSSC-SAPO-D-V1
Duty Station: Phnom Penh
Grade: D
Staff Category: Regular
Position Title: Senior Admin and Procurement Officer (SAPO) / Issued Date: 17 January 2013
Version: 2
Amended Date:02November 2016
Rationale[1]:
Purpose of role: The post holder plays a vital role in the overall operations of KHANA by leading the admin and procurement team in the provision of full range of administrative, procurement and contract/agreement supports to KHANA and its partners (as relevant) with high standard and ethics. / Division:KHANA Support Service Center
Unit/Team:Admin and Procurement
Direct Report: Manager: KHANA Support Service Center

SECTION A - Duties/Responsibilities

These duties are generic and may vary according to the location of deployment.

No. / Main Responsibilities /

% of donors’ allocation

Contribute
to Boosted KSP20 by: / Ensuring that everyone in KHANA has the tools, the equipments, and the systems they need to deliver the goals and success indicators of boostedKSP20 through administrative and procurement supports.
Contribute to
Effective Admin and Procurement by: /
  • Ensuring that contracts/agreements between KHANA and contractors/suppliers are in compliance with KHANA’s and relevant donors’ rules and regulations as well as relevant Cambodian’s laws.
  • Developing, preparing and enforcing agreements/contracts with suppliers, contractors, etc.
  • Ensuring that KHANA has well-functioning procurement and admin systems and are understood across the organization and implementing partners.
  • Planning KHANA’s procurement in a timely manner, ensuring that KHANA staff understands their needs correctly and that contractors/suppliers are well briefed.
  • Ensuring that in all procurement, KHANA achieves value for money with systems that are transparent and open to inspection by all interested parties.
  • Ensuring that KHANA’s operations manual and relevant donors’ rules and regulations are adhered to.
  • Acting as the focal person for advice and explanation of relevant KHANA’s and donors’ procurement rules/regulations and practices as well as terms and conditions in the contracts/agreements.
  • Ensuring that all internal and donors’ reports for procurement and operations are produced with high quality and in a timely manner.
  • Leading the team of officers and support staff in delivering a high standard of service across the organization.
  • Other related admin and procurement tasks that requests by supervisor/ Projects team.

Effectively Manage Admin & Procurement Team by: /
  • Providing coaching, support and backup when required.
  • Ensuring Admin & Procurement staff are valued and that their standard operating procedures and instructions, are understood across the organization.

TOTAL / 100%

Section B-Scope of Authority

Supervision requirements / Admin Officer,IT OFFICER, DriversAND Office Assistants (and team’s VOLUNTEERS)
Level of autonomy / The post holder has a high degree of autonomy subject to KHANA policies and is a Budget Holderfor certain budget lines for KHANA’s operations.
RISK MANAGEMENT / The post holder is responsible for the security of staff and visitors and must ensure their safety. KHANA’s procurement budget is significant, as a leading NGO it is essential that all transactions are conducted in a manner to maintain KHANA’s financial stability and reputation. In collaboration with relevant units/functions, the post holder is responsible for safeguarding KHANA’s fixed assets as well as preventing and dealing with any potential risks arising from relevant contracts/agreements.

SECTION C- PERSON SPECIFICATION

(The person specification describes the professional/technical qualifications, skills, knowledge and experience and personal competencies required for this post.)

Criteria / Essential / Desirable
Education & Training and Experience /
  • Bachelor degree in business administration, English literature or other relevant academic disciplines
  • Minimum 4 years of relevant experiences
/
  • Master degree
  • 2 years of experience in managing staff
  • Experience in working with donors’ rules and regulations, mainly USAID and GFATM

Skills /
  • An ability to draft/prepare formal contracts or agreements
  • A knowledge of procurement, asset/stock and office management systems
  • An ability to gather, analyze and evaluate facts and to prepare and present concise oral and written reports
  • An ability to plan and organize a substantial workload comprised of complex, diverse tasks and responsibilities
  • An ability to work unsupervised and under pressure
  • Proficiency in writing and speaking English
  • Good practical knowledge and skills in using Microsoft Word, Excel and Outlook
An understanding of, and a demonstrated commitment to KHANA’s Values
Efficiency and Effectiveness,
  • Takes responsibility for decision-making and efficient resource use and applying appropriate consequences when results are not achieved;
  • Creates a collegiate environmentacross KHANA to lead, enable and maintain our culture achieving results together and role modeling KHANA values.
  • Develops and encourages new and innovative solutions both on a personal level and by being willing to take disciplined risks.
Good Governance
  • Encourages participation in decision making.
  • Operates with honesty, openness, and transparency;
  • Is perceived to act with and value integrity
Continual Learning,
  • Sets ambitious and challenging goals for self, takes responsibility for own personal development, and encourages other staff across KHANA to do the same;
  • Engages and motivates others by widely sharing their personal vision for KHANA
  • Future orientated, strategic thinker. Willing to take on new ideas and incorporate them into own plans.
Collaborations and Partnership
  • Builds and maintains effective relationships with team, colleagues, members, donors and partners;
  • Values diversity as a source of competitive strength;
  • Approachable, diplomatic, and supportive, with well-developed listening skills.
Gender Transformation
  • Believes in the necessity of equal access to employment and services.
  • Committed to seeking out and implementing ways to decrease gender inequality across KHANA and in access to its services.
/
  • A knowledge of Cambodian laws and legal requirements relevant to NGOs

Personal Competencies /
  • Inter personal skills of a high order
  • Demonstrable and observable personal Integrity is a key requirement for this post
  • Ability to cope with pressure and to work flexibly to ensure that organizational objectives are met
  • Proactive, and able to use own initiative
  • Reliable, attentive to details
  • Ability to work in a diverse team, and to work with others in a professional and non-judgmental manner
  • Willing and able to take part in field visits to Implementing Partners to understand KHANA program
  • Willingness to travel in Cambodia
  • Sensitive to gender issues

SECTION D - DECLARATION

ThisJob Description is a true reflection of the tasks, functions, and responsibilities of the job.

DEVELOPED by:______Date: ______

(Immediate Supervisor)

AGREED BY:______Date: ______Staff Member

(Applicable only if JD is revised/updated as part of annual PDM process)

REVIEWED BY:______Date: ______

Senior Human Resource Officer

APPROVED BY:______Date: ______Executive Director

APTL-JDJanuary 2013Page 1 of 4

[1] One of these two reasons can be rationale for JD’s amendment: Organizational Restructure/Change or As part of Annual PDM