JOB SUMMARY:

The Procurement and Administrative Intern is responsible for raising the purchase request in Digital Process Automation (DPA) system and prepare receipt note. Support the operation team at parts logistic, administration, and finance such as registration at any event, collect documents from participants, and other arrangements, receiving goods from suppliers, count inventories. Assist the operation team on preparing paper works for settlement with finance team, printing, scanning, and filing documents. S/he will do other works as required by the Project Operations Manager and Senior Management Team.

KEY RESPONSIBILITIES AND CONTRIBUTIONS:

Procurement

• Work with EQHA II team and collect all related documents and support them on raising the purchase request in digital process automation (DPA) system.
• Prepare receipt notes on DPA following the procurement guidelines.
• Support operation team on paper works such as preparing invoices/ purchase order/ goods receipt notes for settlement with finance team.
• Contact suppliers to gather information required and record supplier information by categorizing their business types.
• Receive goods from supplier and conduct physical count to make sure number of products received &number mentioned in purchase order are match.
• Support operation team on reviewing office stationaries and kitchen supplies, how much they have been used last three month and estimate amount and the items should be purchased to re-stock.
• Register purchase request number and request for proposal number in excel sheets

Administration

• Work closely with EQHA II team and support them on draft administrative letters, printing, prepare envelop and distribute to partners
• Work closely with colleagues of finance, administration, and program staffs to ensure smooth and high quality execution of FHI360 supported activities.
• Work closely with FHI 360 Administrative and Logistic Officer to distribute and store correspondence such as letters, emails….
• Assist the operation team on conducting physical count of inventories.
• Support the team on preparing Expense Authorization (EA)
• Follow the per diem memo, draft budget estimation for any EQHA II events
• Work with country operation team to arrange vehicles following their requests
• Support the operation team on doing such work related to cleanliness/ well organize of the entire office and report if any improvement needed

Workplace

• Support the operation team in organizing EQHA II social events in-office and out-office (i.e. happy hours, happy Fridays, lunch/dinner gathering, EQHA marathon, etc. to build team coherence and solidarity, as required
• Support in making cheerful and happy working environment.

Other

• Provide regular progress reports and updates to the Project Operations Manager.
• Develop and maintain filling systems and make sure all final and clean procurement, logistic, and administration related documents are properly stored.
• Willing to learn on the job and work additional hours when necessary.
• Perform other relevant duties as assigned by the Project Operations Manager and EQHA II management team.

TYPE AND NATURE OF CONTACTS:

• National Local Regular (NLR)

SUPERVISORY AND BUDGET RESPONSIBILITY

N/A

EDUCATION &QUALIFICATION:

• Cambodian National
• Sophomore or junior in college in commerce, finance, administration, or a related field.
• Good interpersonal skills.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, consultants, and recipients of assistance.
• Ability to work independently and be self-initiative, positive and cheerful personality
• Willing to learn new things.
• Computer literate with skills in the use of Microsoft Office software (Word, Excel, Powerpoint).

TRAVEL REQUIREMENTS:

• Based on the needs on the project

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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