Receptionist & Administrative Assistant

Job Description

ABOUT THE CLV CLUSTER: The CLV Cluster is comprised of three countries: Cambodia, Laos and Vietnam. Our Vision for the CLV Cluster is: A CLV Cluster that increases our impact on the ground, strengthens our ability to influence policy changes at country and regional levels, raises income and saves costs.

A key feature of the CLV Cluster design for Business Operations is a consolidated, virtual hub, with a single line management structure – reporting to Head of CLV Business Operations – that is multi-located and that provides distributed leadership for business functions.

This includes a Basic Business Operations structure in each country to ensure delivery of existing commitments and provide a base for business and strategic growth with an integrated cluster Business Operations structure that provides functional management and oversight of all Business Operations staff/units in the Cluster and provides quality control, guidance, monitoring and support to all Business Operations functions. All Business Operations functions are key contributors to Oxfam’s lasting impact in Cambodia, Laos and Vietnam, within Asia and globally.

All staff members in Business Operations roles in the CLV Cluster are linked to the virtual Business Operations Hub, to ensure accountability at Country and at Cluster level, towards Partner Affiliates and via Executing Affiliate (EA) joined-up processes.

Contract Type: 1-year fixed term
Grade: E2 national
Department: Business Operations
Working Hours: 37.5 hour per week
Report to: Admin & Logistic Coordinator

Team Purpose:  To assist the Operations team in Cambodia to support programs inclusive of Cambodia Programs and Regional programs in Reception and General Administration functions.

Job Purpose: To provide support on Operations functions in the Cambodia Country office as well as all regional projects based in Cambodia to contribute to high-impact performance and success of program implementation. This position will provide direct support to the Admin and Logistic Coordinator with overall responsibility as mentioned in key responsibilities below.

Duties

Receptionist function:

• Be protocol in welcoming guest/visitor/partner who visit the Oxfam office.
• Phone Operator, mail correspondence
• Manage IT equipment and accessories used in each meeting room, make sure all movement is updated,
• Assist the Operations team and program teams in minor scanning or copying documents.
• Assist the Finance team in releasing payments to suppliers.
• Update the staff contact list and share it with everyone’s inbox storage.

Administrative Assistant function:

• To ensure the office environment professional order, tidiness, discipline, and safe for all staff working in that environment.
• Ensure proper protocol for receiving high-profile guests, diplomats, government representatives, partners, and other important guests with high representation, diplomatic gestures, and etiquette.
• Maintain and update filing/archiving, library including renewal subscriptions/magazines and newspapers.
• Liaising with the respective ministries partners as routine work or at the request of senior managers.
• Prepare invitation letter / visa support letter for Visitor who visit Oxfam in Cambodia for training, meeting etc.
• Assist in preparing visa application document to immigration for visitor from restricted country visited Oxfam in Cambodia for short visit.
• Assist in preparing payment vouchers for air ticket, car rental and others office procurement for the office.
• Assist in preparing visa application/visa extension for expatriate who works in Oxfam in Cambodia.
• Manage office supplies stock, make sure every flow in and out are recorded and update report every bi-monthly.
• Assist in procurement process for any goods and services for OiC programs and regional programs make sure it complies with Oxfam procurement procedure.
• To ensure daily support on administrative function to external and internal stakeholders with efficiency and effectiveness.

Requirements

Skills and Experience:

• Bachelor’s degree in business administration or similar empirical knowledge.
• Some experience with INGO logistics and administration.
• Computer literacy especially Ms. Word & Excel
• Good communication and interpersonal skills and proven ability to be flexible in demanding situations.
• Good command of spoken and written English.
• Ability to handle multiple priorities and aptitude to learn quickly.
• Ability to work well in a multicultural environment, communicates readily and shares learning with colleagues and partners.

Personal Quality:

• Team player with ability to deal with a range of people from various cultures and different capacities.
• Good communication and willingness to learn new things
• Interest in and understanding of development work
• Compliance with Oxfam’s policy on Confidentiality and Knowledge management

How to Apply: 

Safer Recruitment

Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

Applying:

All applicants please apply through the Oxfam recruitment website: by September 06, 2024, at 23:59 ICT.
Applications should include their updated CV and a cover letter, no more than two pages, stating their motivation for the post and how they think their experience would enable them to undertake this post.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.