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JOB DESCRIPTION Position Title : Field HR & Administrative Officer

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JOB DESCRIPTION Position Title : Field HR & Administrative Officer JOB DESCRIPTION Position title : Field HR & Administrative Officer Reports to : HR, Admin and IT Manager Technical Report to : N/A Supervises : Admin Assistant, Driver, Cleaner, guards, Interns if any. Location : Mondulkir Province, EPL Cambodia Date : April 2019 Position Summary: The Field HR and Administrative Officer will be focal person in supporting the landscape team on all matters related to office administration, procurement, security and safety, asset management etc. Moreover, he or she will be responsible to provide a high quality and professional human resources service through the effective administration of human resources system, policies and procedures including recruitment and selection, compensation and benefits, health and safety, training and development for Phnom Penh office and support field office for some centralization services I. Major Duties and Responsibilities: A. Administration Tasks 1. General Administrative tasks Be responsible person in the landscape related administrative matter and make sure that all staff understand the administration systems, policies and procedures of the organisation Provide support to landscape team on logistics support for events and meetings and workshops to ensure that they are properly organised. Work closely with procurement officer and senior admin officer to maintain up-to- date databases of preferred and non-approved suppliers, service providers, of office assets, etc. and they are available to all staff. Monitor office stocks, equipment, assets, and vehicles and motorbikes according to policy and work with Finance Function to code and conduct inventory count twice per year as required Ensure that all supports related to visa, and visa attestation for expatriate staffs and local staffs are given if needed. Provide support to landscape team related to various office social activities, i.e. team building, staff retreat, sickness visit, funerals, new born baby visit, etc. Work line manager to arrange work station and all necessary procedures for new staffs within the landscape. 2. Procurement Work with landscape Team to plan for annual procurements. Coordinate and Purchase the office equipment, office stationary and supplies, and assets for the landscape following policy and procedure of WWF. Support both national and international travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. Conducting survey of services which are in great use of the organisation, i.e. stationery, air tickets, insurances, hotels, etc. and negotiate contracts with suppliers on the most cost-effective basis within the landscape area. Work closely with Finance team on clearing the invoice from travel agent, suppliers and insurance company. 3. Office Management (buildings, assets) Ensure that security guards at landscape are providing good services to all staff, visitors, and are able to assist to maintain the building. Maintain and improve the protection system-emergency plan, training with fire extinguisher for the landscape team. Ensure that all fire protection equipment/elements and fire accesses are in good condition checked/tested regularly. Make sure the office equipment and assets at landscape are well managed and maintained. Monitor the conditions of office infrastructures including building, electricity, water etc. 4. Transportation coordination Make sure that all WWF vehicles and motorbikes at landscape are insured by working closely with senior admin officer at Phnom Penh Office. Coordinate the maintenance of all landscape’s motorbikes and vehicles to ensure that the transportation service for landscapes team’s need is fulfilled. Make sure that all WWF vehicles and motorbikes at landscape are insured B. Human Resources: 1. Work closely with landscape management team to ensure that all recruitment of employee are well supported including recruitment planning, advertising, candidate screening and assessment, negotiation and offering and employment contract. 2. Make sure that all new staff signed their employment contract before their starting date and get good briefing on their induction plan and they are filed properly. 3. Ensure that all new recruited employees receive good induction to both organization and position and probation objective are set so that they feel welcome and inspired to excel in delivering their works. 4. Support line managers and staff in performance appraisal process including objective setting, coaching and mentoring and year-end review are well managed. 5. Assistant line manager to work closely with landscape team on employee’s development plans to ensure that the approved training plans are supported/delivered. 6. Arrange logistics, monitor, and coordinate relevant training programmes (including e-learning) for all staff based on the approved training plan, conduct analysis of training evaluation and feedback to control the quality of training service provide that all staff are eligible 7. Provide administration services in HR aspects including compensations and benefits, health and safety, security, contract management, monitoring of staff leave plans, filing, correspondence, staff separation, etc. to ensure these are implemented effectively 8. Prepare monthly payroll for landscape team and work with HR Officer in Phnom Penh to ensure accurate and timely payment of salaries and benefits. 9. Performing file audits to ensure that required employee documentations collected maintained and file properly. 10. Maintain an awareness of developments and up-to-date knowledge of the human resources management and employment legislation 11. Ensure that all staff final payments are paid correctly and on time as per policy. 12. All staff leaving the organization follows exit process accordingly including handover report with line manager, clearance with HR, Admin, Finance department and exit interviewed completed. 13. Perform other tasks as requested by line manager. II. Qualifications: Page 2 of 3 Education & Experience Bachelor's degree in business administration, business management or in relevant fields At least 3 years practical experience in HR and admin field Experience in implementing and monitoring the compliance of HR system, policies and procedures, preferably the context of an international organisation Experience in developing HR systems, policies and procedures is an advantage Experience of working in multi-cultural environment. Experience in supervising a range of staff undertaking administrative duties Experienced in the use of MS Office software and its systems Skills & Abilities Good knowledge of administration process of visa, office licence, etc. Good knowledge of all office systems Supervisory Communications and negotiation Networking, teamwork and interpersonal Fluency in written and spoken English and Khmer language Planning, organisation, time management, and coordination Organisational awareness and service orientation Problem solving Working under pressure, towards tight deadline, and working overtime if required Working on own initiative with minimum supervision and staying on task Working in a multi-cultural environment • Role models WWF’s behaviours of Listening Deeply, Innovating Fearlessly, Collaborating Openly, and Strive for Impact. III. Working Relationships: 1. Internal - works under the supervision of and reports directly to HR and Admin Manager. Supervise cleaner, guards, and volunteer if any. Works closely with the Landscape Manager, Finance team, and Landscape Team. Interacts with HR and Admin Team at national level. 2. External - Liaises with HR professionals in the country, HR service providers, suppliers and government bodies. Engages with other organisations on HR systems and practices for learning and sharing. This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. Prepared by Line Manager : __________________ Date: _____________ Reviewed &Approved by 2nd Line Manager : ______________ Date: ______________ Reviewed and Approved HR Manager : _______________Date: _____________ Accepted by Staff member : ______________Date: _____________ Page 3 of 3 .
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