Human Resource & Office Administrator - USDA Cambodia HortSafe
Land O'Lakes Venture37
Administration
Posted on Apr 3, 2025
Human Resource & Office Administrator
U.S Department of Agriculture Food for Progress Cambodia HortSafe
Phnom Penh, Cambodia
Background:
Land O'Lakes Venture37 (Venture37) is a 501(c)(3) nonprofit helping communities around the world build economies by strengthening agriculture from farm-to-fork, helping businesses grow, and linking farmers to markets. Since our start in 1981, we have been leveraging nearly 100 years of expertise in crop inputs, agricultural insights, dairy and animal nutrition from our close affiliate, Land O’Lakes, Inc., a farmer-owned agribusiness committed to fulfilling its purpose of feeding human progress.
Project/Proposal Summary:
The U.S. Department of Agriculture (USDA) Food for Progress Cambodia HortSafe project is a five-year $15M project funded by the USDA. HortSafe will strengthen Cambodia’s food system and increase productivity in fresh fruit and vegetable value chains in key horticultural production and tourism geographies across the country through the implementation of four key activities:
1. Capacity Building – Government Institutions to strengthen food safety standards and control systems
2. Capacity Building – Enhance Laboratory technical capacity in testing, inspection and certification
3. Training – Improve post-harvest handling and processing
Position Summary:4. Capacity Building – Increase food safety awareness and food compliance
The Human Resources and Office Administrator acts as the HR resource for all HR related systems and processes including supporting the recruitment, hiring, onboarding project staff, and health and safety and ensures overall efficient office administrative operations to support project activities including visiting staff and consultant travel logistics support, fleet management and conducting procurement of goods and services in compliance with HortSafe and Venture37.
Primary Responsibilities:
Human Resources (40%)
Recruitment:
- Support the employee hiring processes including working with the COP, project management and HQ HR to draft job descriptions, post jobs, prepare offer letters, complete reference and background checks, and communicate new hire information to HQ HR.
- Manage employee on-boarding by facilitating new hire paperwork, starting and maintaining the in-country employment file, assisting the new hire with all onboarding activities, benefits enrollment and tracking new hire probation periods and reviews.
General HR Activities:
- Provide in-country WorkDay, Venture37’s internal HR Information System (HRIS), support through continuous follow up and problem solving, in addition to supporting managers and employees with general Workday activities.
- Maintain HR-related documents as per Land O’Lakes Venture37’s Record Retention Policy, including the employee handbook, organizational chart, most recent country labor law, social insurances, benefits, organizational policies, holiday schedule and personnel files for all employees.
- Serve as point of contact for Venture37 systems administration including new employee access to systems
- Assist in preparing and submitting required documents to the Ministry of Labor (MOL) in compliance with Cambodian Labor Law, including staff declarations for onboarding and offboarding.
- Serve as point of contact for HQ HR and provide HR, talent and performance support to HortSafe activity management and staff, including managing local employment packages with benefits providers; coordinate local hiring and onboarding of employees through management of staffing plan, job postings, selection process, background checks and communicating new hires to HQ HR.
- Manages employee changes including modifications to job descriptions, employment contract amendments and extensions.
- Completes and updates country Social Insurance and Labor Law related documents.
- Support HQ HR and coordinate with the contracted Professional Employment Organization (PEO) provider for all local employment activities.
- Support staff and people managers by reinforcing performance management and development activities in alignment with Land O’Lakes Venture37 policies and processes with guidance from HQ HR.
- Working with Project Management, the HR specialist is responsible for the consultant hiring; sourcing, interviewing, shortlisting, and negotiating the agreement terms.
- Contracting: HR and Office Administrator is responsible for communication with the consultant throughout the hiring and onboarding process, generating consultant contracts, and contract extensions.
Administration (60%)
- Set up and maintain office filing system and maintain project administrative documentation in office files, on SharePoint (DevLink), OneDrive, and other Venture37 systems per the Project Record Management plan.
- Provide general office logistical management and support, including managing office supplies and asset registries, paying utility bills on time, scheduling suppliers and contractors, making arrangements for meetings, and drafting routine correspondence to relevant program staff.
- Play a key role during staff meetings, taking minutes, tracking action items and providing updates on office operations.
- Lead local procurement processes, ensuring compliance with organizational policies and donor requirements while maintaining accurate records and documentation throughout the procurement cycle.
- Provide reception duties and secretarial services by welcoming and prioritizing visitors as well as taking incoming calls and routing them to appropriate staff.
- Facilitate travel and lodging arrangements for visitors and track trip reports and travel authorization forms.
- Facilitate logistics around fleet management including fuel supply contracts, fuel usage and record-keeping, refueling of vehicles, as well as reconciliation of fuel usage and fuel consumption of the vehicle fleet. Supervise the drivers and schedules based and ensure organizational vehicles are properly maintained, insured, and legally registered to travel
- Ensure the provision of safety equipment and manage maintenance and incident reports as is related to vehicles and motorbikes.
- Monitor performance of the security guards and provide timely feedback to the security company when problems arise.
- Assist in administrative data entry as and when required.
- Provide timely feedback to management regarding the status of open tasks and suggestions on how to improve office operations.
- Support for preparing any workshop, meeting, payment, and refreshment as required. Prepare invitation letter in Khmer and English language.
- Other duties as assigned.
Reporting: This position reports to the Deputy Chief of Party.
Minimum Requirements:
- A minimum of 5 years of experience in technical procurement and/or an administrative field is required.
- Post-Secondary Diploma or certificate in business administration, logistics, economics, human resources or relevant field.
- Knowledge of Cambodian Labor Law.
- Advanced computer skills and literacy, excellent oral and written communication skills.
- Demonstrated business acumen and negotiation skills.
- Self-motivated, detail oriented and skilled at planning, prioritizing, and adapting.
- Honesty, integrity and strict confidentiality in managing organizational and human resources.
- Good time management and willingness to work occasional long hours.
- Ability to work in a team.
- Advanced knowledge in Microsoft Office 365, particularly SharePoint, Word, Excel, Outlook, and PowerPoint.
- Fluent in spoken and written English and Khmer.
- Must be a citizen of Cambodia
