Admin & HR Officer

The Admin and HR Officer ensures reliable office administration and consistent human resources processes across Emaan Foundation Cambodia (EFC). The position coordinates recruitment and onboarding, maintains accurate personnel records, supports payroll and staff welfare, helps implement HR policies, and administers a fair, documented staff performance management process. The Officer works with supervisors and management to improve operational efficiency, accountability, and a respectful working environment aligned with EFC’s mission and values.

Key duties and responsibilities

• Coordinate day-to-day office operations, supplies, equipment maintenance, meeting arrangements, travel and logistical support.
• Maintain orderly physical and electronic filing, correspondence, letters, memos, administrative contracts and internal records.
• Support procurement administration by collecting quotations, preparing requests, tracking purchases and maintaining supporting documents in accordance with approval procedures.

• Coordinate vacancy announcements, applications, interview scheduling, reference documentation and communication with candidates.
• Prepare onboarding checklists, orientation arrangements, employment letters and contracts for management review and approval.
• Maintain up-to-date confidential personnel files, staff information, leave balances and employment documentation; track contract renewal and probation dates.

• Monitor attendance, leave and timesheets; verify payroll inputs and coordinate timely submission to the responsible finance and approval personnel.
• Administer staff benefits and NSSF-related documentation, coordinate staff queries, and support training and employee engagement activities.
• Assist management in applying staff rules, grievance and disciplinary procedures consistently, with discretion and appropriate escalation.

• Coordinate annual and probationary performance planning with each supervisor so that every staff member has agreed, role-relevant, measurable KPIs, targets, weights where applicable, and review dates.
• Maintain the organisation-wide KPI register and performance review calendar; remind supervisors and staff of deadlines and collect progress evidence.
• Facilitate mid-year and annual performance reviews, including self-assessments, supervisor ratings, feedback meetings and documented sign-off.
• Check review forms for completeness and consistency, consolidate results for management, and flag overdue reviews or performance concerns confidentially.
• Track agreed development actions, training needs and performance improvement plans, and follow up on progress with responsible supervisors.
• Safeguard confidential appraisal records; supervisors remain responsible for evaluating performance and management retains final decision-making authority.

• Bachelor’s degree in Human Resource Management, Business Administration, Management or a related field.
• At least 1–2 years of relevant administration or HR experience; NGO experience is an advantage.
• Working knowledge of recruitment, employee records, attendance, basic payroll coordination and staff performance appraisal processes.
• Ability to develop and track simple, measurable KPIs, maintain Excel or Google Sheets trackers and prepare clear management reports.
• Good written and spoken Khmer and working English communication skills.
• Proficiency in Microsoft Office or Google Workspace and sound document-management practices.
• Strong organisation, attention to detail, confidentiality, sound judgment, interpersonal skills and respect for diverse colleagues.
• Commitment to EFC’s mission, professional ethics and continuous learning.

• All active staff have complete, current personnel files and employment documents, subject to the agreed records checklist.
• Attendance and payroll inputs are checked and submitted by the agreed monthly deadline.
• All eligible staff have approved KPIs and scheduled performance reviews; completion and overdue rates are reported to management.
• Probationary, mid-year and annual appraisal documentation is completed on schedule, with agreed follow-up actions tracked.
• Monthly HR and administration reports are submitted accurately and on time.

• Monthly salary.
• NSSF coverage.
• Annual performance evaluation.
• Training and capacity building.
• Annual family trip.
• And other approved benefits, subject to EFC policy and employment terms.