JOB DESCRIPTION

HUMAN RESOURCE AND ADMINISTRATION OFFICER

UPDATED JANUARY 2021

Job Title : Human Resources and Administration Officer

Grade :5
Reporting Relationship : Directly report to Executive Director
Direct Supervise 1 Administration Assistant, 1 Office Clerk, 1 Office cleaner, and
Intern.

Membership : Gender Focal Point and Member of Coordination Committee

Location : Phnom Penh

Job Purpose: The incumbent is one of the management team members in the organization whose role to provide
technical advice to other management team members in term of Human Resource Management, Development
and Implementation as well as contribute to organizational decision making. The incumbent ensures the
organization adhere to fully transparency, participatory, democracy, and decentralize of authority to contribute to
the organizational leadership, management, and development accordance to the organizational policies and
procedures. The incumbent will also ensure the effective function of NGOF’s procurement and administration.

Scope of work:
 Ensure the policy compliance
 Ensure the HR procedure is fully compliance
 Oversight the office operation (logistics, procurement, administration procedure, etc.)
 Ensure the list of membership organization is up to-date and strengthening a good relationship with
members and stakeholders.
 Other tasks assigned by direct supervisor, and executive management.

This job description should be read in conjunction with the current action plan.

Job Responsibilities:

NGOF personnel policies are adhered to all staff members

 Review and develop effective policies and procedures to ensure staff satisfaction, understanding,
compliance, and adhere to these mandates.
 Provides advice and coaching to managers and staff on HR policies and procedures, including those
related to poor performance, misconduct and formal and informal grievances.
 Participating in creation of and leading implementation of policies and procedures regarding staffing and
workforce management to optimize productivity and service delivery.

The effective recruitment and selection for NGOF

 With line managers, ensure transparent and fair process of attracting, screening, and selecting qualified
person for a job in the NGO Forum on Cambodia to build a result-oriented focus.
 Contribute to analysis of situation to define organizational human resource requirements via strategic
workforce planning and HR&OD support for the organizational planning process.
 Facilitate the talent management and succession planning process for organization.
 Support line managers in develop robust job analysis and job descriptions in line with organizational
practices.

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 Responsible for HR oversight for all local resourcing, recruitment and selection for NGO Forum on
Cambodia, ensuring that a diverse and gender-balanced team is in place.

Effective Personnel Management

 Responsible for the grading of all jobs, ensuring that compliance with NGOF’s grading system and internal
equity principles are maintained.
 Undertake salary and benefits reviews, analyse survey results and make recommendations to executive
management about salary structures in line with policies.
 Oversee staff reward and benefits (eg, leave, insurance etc) establishing accurate systems for monitoring
this with annual staffing budget.
 Process employment contract of staff, advisor, consultant and volunteer with standard format and
accordance with NGOF’s policies.
 Gathering information regarding employee satisfaction, work conditions, wages and performance reports
to inform management decisions.

Oversight Staff Appraisal

 Oversight comprehensive performance appraisal system to guide line managers and staff toward
organizational goal with effective measuring indicators.
 Ensure that performance management system is a management tool to assist institutions, managers, and
staff to achieve institutional and individual objectives for effective use of time and resources.
 Coordinate line managers and staff to develop, monitor and interpreting key performance indicators
accordance to appraisal procedure and form.
 Analysis of staff appraisal result into future action, capacity building and development.

Staff Capacity Building & Development

 Ensure that all of the NGO Forum’s capacity building efforts will be carried out with a mutual
understanding and respect for the needs of staff and organization.
 Create and monitor a learning and development program for NGOF Cambodia staff based on the training
needs analysis and current and future skills needs.
 Identify and coordinate for capacity building to staff according to the need accordance to policies,
resources and strategic plan.

Coordination of Internal Meeting, Workshop and Training

 Coordinate monthly staff meeting with clear invitation, agenda, staff participation and contribution.
 Assist in preparing monthly Coordination Committee meeting.
 Coordinate annual and mid NGOF reflection to reflect and develop annual program action plan including
team build and solidarity spirit.
 Assist DED/ED to take minute and report of meeting, workshop and training of NGOF.

Office Procurement, Administration, and Logistic Management

 Oversight to ensure effective NGOF’s procurement and administration functions.
 All NGOF correspondents, files, minutes (AGM, QMM, CC and Monthly Staff meeting) are forwarded to
relevant people and easy to find.
 The NGOF’s events are well organized with effective logistic arrangement.
 Coordinate program to prepare the annual procurement plan of goods and services (excluded consultant)
 Supply and vendor list is in place and approved.
 Ensure that procurement process is transparent and followed to the policy.
 All NGOF’s assets are used in organizational purpose and updated in inventory list with good quality.

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 Effectively manage and build the assigned staffs’ capacity
 Key performance objectives and indicators for each supervisee are timely made and submitted to
executive management.
 At least four times of performance coaching are conducted with all of supervisees.
 Annual staff performance appraisal are timely conducted and submitted to executive management.
 Attended quarterly performance coaching with supervisor.
 All program staffs have good team spirit within program team and NGOF.

Gender Mainstreaming
 Include gender as one of the agenda items to be discussed and share at activities of HR department.
 Assist to monitor, recommendations and suggestion of gender mainstreaming within NGOF activities.
 Participate in regular gender focal point meeting and contribute to decision making related to the gender
issue.
Common responsibilities of the NGO Forum on Cambodia
 Any other related duties as assigned by supervisor
 Demonstrate an ongoing commitment to gender equality, equity, and diversity for NGOF’s activities
 Comply with all relevant NGO Forum on Cambodia policies and standard procedures
 Strongly promote team work environment by contributing ideas, listening to others and willingly taking
on tasks that fall outside this job description as directed by supervisor with the appropriate delegation
 Work constructively with colleagues in other programs and team to achieve the organization’s mission
 Attend NGOF meetings and events such as staff meeting, CC meeting, learning and sharing, staff retreat,
program reflection, recruitment and selection, performance appraisal and feedback, etc.

Qualifications
Education
 Bachelor or Master degree in business administration, management, or related fields.
 Professional qualification and in-depth knowledge on human resources management and development

Experiences
 At least five years professional experience in organizational management.
 Experience in management of human resources and administration.
 Experience in membership coordination.

Skill
 Proven ability to manage, delegate, and transfer skill and knowledge to management team.
 Strong computer skills, especially Ms. Office.
 Excellent oral and written communication skills in both Khmer and English.

Competencies:
 Demonstrated commitment to NGOF’s vision, mission, and values (Human Rights and Justice,
Transparency and accountability, Sustainability, Cooperation and partnership, Peace, and Equity)
 Creativity/Initiative
 Commitment
 Communication
 Professionalism
 Team work
 Gender and diversity