Phyrom Hem

· Supervision: Supervise 4 highly technical supply employees, to include selection of employees, guidance, technical training, evaluation of employees’ work, approval of leave, recommendations for awards, and disciplinary actions. Direct employees across supply rooms to ensure coverage and manage seasonal workload differences in Make Readies, periodic inventory, and annual inventories.

· Coordinates: with major customers, such as Facilities Management, to ensure outside customers do not over-order and then dump excess supplies into the supply chain. Resolves disputes between supply clerks, vendors, and Embassy customers.

· Expendable Supply Rooms: Ensures supply clerks maintain NEC Maintenance, Motor Pool, and Office supply rooms so all supplies are accounted for and in the correct location. Ensure storekeepers issue items based on an approved requisition, picking items from storage areas, adjusting storage quantity tags appropriately and assembling items by requisition. Ensure supply clerks manage their inventories of expendable supplies, correctly forecast product demand to ensure product availability and minimize cost and waste. Closely manages supply clerk purchasing functions (purchase orders, Blanket Purchase Agreements, etc.,) for over- and under- ordering, efficiency, or fraud.

· Receiving: Ensures supply clerks perform all property receiving functions: unpacking, identifying, checking items again receiving documents, and acknowledging receipt; move incoming items to storage areas using hand trucks and other material handling equipment and store them in the bins, making the best use of available space.

· Property Management: Manage all property records. This includes updating all property transaction as sent daily by warehouse team, verifying the data, and keeping document by each residence folder history. Create or update, revise location codes like custodian name, agency, or move-out date, reflecting correct information in system. Manage property loaned, transfer, or turn in from other agency and post. Create form DS-132 for property disposal and seek for approval from Property Management Officer, Accountable Property Officer, and Property Disposal Officer then process dispose in ILMS accordingly. Provide property inventory list as requested by the Management. Monitor non-expendable property received by receiving office ensuring all assets are entered properly in the required database (ILMS AM). Ensure all necessary reports for USG accountable property prepared to meet established guideline.

· Inventory Management: Manages schedules’ all inventories for both non-expendable property and expendables supplies for all agencies at post. This includes managing property records and custody records of the household furniture, appliances and equipment issued to USDHs personnel assigned to post. Manages the physical inventory team and schedules the periodic physical inventories at around 100 housing pool residences. Directs the annual inventories in the NEC, Embassy offices, warehouse, CMR, DCMR, USAID Mission Director’s Residences, USAID Annex, CDC offices, and other Embassy properties. As expert-level user of the Integrated Logistics Management Systems (ILMS) Asset Management Modules, downloads/uploads data from the ILMS-AM to the scanners for physical inventory takers. Trains inventory teams on use of scanners. Provides direction and guidance to Inventory clerks on maintaining accuracy of ILMS records.

· Reconciliation and Collection: Uses ILMS to reconcile the data from inventories and update all property and property inventory discrepancies. Works closely with the Property & Supply Supervisor, Property Management Officer, Accountable Property Officer, and Property Disposal Officer on documentation and other paperwork needed to reconcile custody records with inventory findings and to terminate custody. Main property Point of Contact for USDHs. Coordinates property inventories prior to officer departures and prepares collection documents. Schedules inventories prior to officer arrivals, produces inventory welcome letters, and follows up on officer compliance or arrange assistance with inventories.

· Loanable Property: Administers all ILMS inventory procedures for the new Loanable Property module, including warehouse stock used for representational events and welcome kit inventory.

· Furniture & Appliance Pool (FAP): Develops an annual budget estimate for FAP expenditures, to include carpets, drapes, upholstery coverings, and household furnishings. Determines the optimal stock levels for Furniture and Appliance Pool (FAP) items and ordering schedule to minimize warehouse stock levels and still ensure the warehouse FAP availability. Assists the A/GSO in developing FAP proposals for the ICASS Council. Monitors warehouse FAP usage and reports in a warehouse stock report. Monitors FAP policy making sure FAP items are used in the correct locations to minimize Potentially Misclassified FAP report.

· Property Support: Assists with other assorted tasks at the direction of the property & supply supervisor including event set-up, preparation of property disposal sales, delivering property and supplies within the embassy; and drives official vehicles in the performance of duties as required.

· Managed property records and custody records of household furnishings and equipment in the amount of $12 million in non-expendable property and issuance of an average of $22,000 in expendable supplies to Embassy offices every month.

· Administered on Integrated Logistics Management System Asset management (AIM) for non-expendable property and Expendable Supply database to support the Embassy and associated agencies.

· Managed schedule to conduct the arrivals and departures of officers for all agencies at post. This included managing property records and custody records of the household furniture, appliances and equipment issued to USDHs personnel assigned to post.

· Managed the physical inventory team and scheduled the periodic physical inventories at 93 housing pool residences. Directed the annual inventories in the NEC, Embassy offices, warehouse, CMR, DCMR, USAID Mission Director’s Residences, USAID Annex, CDC, and other Embassy properties. As expert-level user of the Integrated Logistics Management Systems (ILMS), downloads/uploads data from the ILMS AM to the scanners for physical inventory takers. Trains inventory teams on use of scanners.

· Inspected property to determine if damaged; determine amount of money to be collected for the departing personnel.

· Prepared all documentation and other paperwork needed to reconcile custody records with inventory findings and to terminate custody.

· Coordinated property disposal sales and delivering property and supply within the Embassy.

· Recommended annual budget estimate for the replacement of the items, plus household furnishings, including carpets and drapes and upholstery coverings and prepares correspondence and reports on supply matters.

· Managed the Embassy’s telephone numbers of approximately 687 lines, for both pre-paid and post-paid plans. Acts COR Delegation for 3 Companies, Cellcard, SMART, and Metfone.

· Perform MyServices request including issuance new sim card, disconnect phone number, and upgrade/downgrade plan. Request to Company activate roaming services to turn on/off, reactivated the terminate SIM Cards, change ownership or agency, disconnect, and suspend telephone plans.

· Prepared monthly console all telephone line both post-paid and pre-paid, communicate with HR team for any staff movement, prepare monthly phone allowance report and submit procurement request accordingly. Prepare Petty cash for Metfone Company and reconcile the invoice with FMO’s Cashier.

· Prepare monthly telephone lists to 3 different vendors to top-up then drop email confirmation to all users in Embassy upon successful top-up. Act as the main contact point between Companies and the users, receive feedback/complaint, deliver the message to vendor, seek for the improvement, arrange meeting as necessary. Reconcile the monthly postpaid plan and prepaid plan for Financial Management Office.

• Managed inventory control processes to ensure accurate stock levels and availability of supplies.

Receiving and Inspection

Ÿ Acted as receiving official for all USG expendable and non-expendable personal property including, but not limited to office and residential furniture, furnishings and equipment, office and maintenance supplies, tools, IT assets etc.

Ÿ Received all goods in accordance with Department of State FAM guidelines, post Standard Operating Procedures and supervisor directives.

Ÿ Reviewed procurement documents, packing slips and other documents in English and local language and evaluates that received property corresponds in condition and quantity to the order as placed by the procurement office.

Ÿ Physically inspected deliveries to ensure that they reflect the delivery/packing list, that any damage is noted and that deliveries meet the terms, conditions and specifications included in procurement documents.

Ÿ Signed the vendor’s delivery/packing list noting the damages or discrepancies according to regulation and published standard procedures.

Ÿ Recommended filing a claim to post Accountable Property Officer for missing or damaged property.

Inventory Control and Warehouse Operations

Ÿ Responsible for assigning and affixing asset barcodes where required, and for entering asset level details into the Department’s property accountability system, which directly feeds into the Department’s financial statements.

Ÿ Coordinated with the appropriate offices to ensure proper receipt of all incoming goods and supplies, assuring expedient delivery to the proper requesting office.

Ÿ Maintained or distributes pertinent documents to appropriate sections.

Ÿ Responsible for the follow-up on items received, which are temporarily in the warehouse pending further action or disposition instructions.

Ÿ Maintained strict access control over the receiving area ensuring only authorized personnel enter.

Ÿ Organized the receiving area with bins, shelves, or pallets, making the best use of available space. Keeps the entire receiving area clean and free of safety hazards.

Ÿ Operated all warehouse cargo handling equipment including but not limited to hand-trucks, forklifts, scissor lifts, pallet-jacks and vehicles used in the moving of goods.

Ÿ Properly used common tools and materials used in the shipping of goods including but not limited to banding equipment; utilizes the proper methods for unpacking goods in a manner as not to damage the goods.

Delivery Coordination

· Coordinated with post security office, local guard force, and others as required to obtain appropriate permissions for access of deliveries including but not limited to vendors, delivery personnel and/or delivery trucks to the Embassy in a timely manner.

· Coordinated with vendors and shipping companies for the delivery and transfer of items to the Embassy; coordinates with appropriate warehouse personnel to move items from loading dock to the receiving area; coordinates deliveries to requesting offices with proper point of contact from requesting office.

· Coordinated with the transportation company to evaluate the vehicle specifications to verify it will fit through the security check and entry point.

Record Keeping and Reporting

· Ensured proper documentation of assets per FAM guidelines; generates standard and custom reports as necessary in the regular course of job duties, or as requested by management.

· Received all asset items via Final Receipt and generates the appropriate transaction report (Form DS-127 or Form DS-584).

· Documents and reports shipment discrepancies and, as appropriate, completes and submits Report of Discrepancy (Form SF-364) to the procurement office with details necessary for the procurement office to present the claim to the vendor.

· Used multiple modules of the Integrated Logistics Management System (ILMS), the Department’s accountability system of record, to prepare reports and respond to management and customer requests relating to receiving processes and/or asset management.

· In accordance with 14 FAH, prepares the Receiving and Inspection Report (Form DS-127) within the timeframe set by the ICASS Service Standards to enable the Department of State to meet the requirements for timely payments to vendors.

· Participated in periodic inventories of expendable supply and non-expendable property. Types supply reports and correspondences and perform other clerical task such as posting, sorting, and assembling information and filing.

• Led financial reporting processes to ensure compliance with local regulations and international standards.
• Developed and implemented budgeting strategies to optimize resource allocation and improve financial performance.
• Streamlined accounting procedures, enhancing efficiency in month-end closing activities.
• Mentored finance team members, fostering professional development and improving departmental productivity.

Ÿ Sourced quotations from vendors to purchase items at the right quantity, the right price from the right sources and ensure accuracy delivery.

Ÿ Prepared purchase orders, local and international suppliers follow up all stock transactions.

Ÿ Prepared paperwork for shipping companies, customs clearances, and contractors in coming shipments to be cleared from Customs and Exercise Department.

Ÿ Reviewed stock availability and to be ordered for replacements stock, control stock level and turnover ratio expect by the company.

Ÿ Prepared the inventory and costing stock transactions for operations department and stock management.

Ÿ Trained managed the warehouse teams by selecting, orienting, training, assigning, scheduling, coaching, counseling, and disciplining employees; communicating job expectations; planning, monitoring, appraising job contributions; recommending compensation actions; adhering to policies and procedures.

Ÿ Implemented warehouse operational standards by contributing warehouse information to strategic plans and reviews; implementing production, productivity, quality, and customer-service standards; resolving problems; identifying warehouse system improvements.

Ÿ Prepared warehouse financial standards by providing annual budget information; monitoring expenditures; identifying variances; implementing corrective actions.

Ÿ Prepared monthly reports, analysis all the stock movements, usage cost center by generators, schedule, unscheduled services, and overhaul parts needed.

Ÿ Prepared weekly, monthly, quarterly, and yearly report for accounting regarding the costing for all department usages by the generators.

Ÿ Ensured the necessary financial records and files are well organized, maintained and updated, supporting documents for expenditures, contracts, purchase orders, and fixed asset inventory.

• Led logistics strategies to optimize supply chain efficiency for humanitarian projects.
• Coordinated transportation and distribution of aid materials to ensure timely delivery.
• Developed and implemented inventory management systems to reduce shortages and wastage.
• Mentored junior logisticians on best practices in logistics operations and compliance standards.

Ÿ Managed the procurement and management of supplies and equipment, stock maintenance, repairs, and inventories.

Ÿ Liaised with The Ministry of Social Affairs, Provincial Rehabilitation Centers, and all project staffs to establish and maintain any required equipment and materials from head office, to deliver to the project sites, such as Takeo, Kompot, Kompong Cham, Kompong Thom, Siem Reap, Beanteay Mean Chey, Battambang, and Pursat Center.

Ÿ Purchased the Goods (Raw Material, Spare Parts, Consumables, office supplies) and Services which will be for the company’s own use.

Ÿ Handled the more complex or critical purchases, service contracts, Blanket Purchase Agreements.

Ÿ Followed and maintained a purchasing policy and procedure manual and follow the quality management system.

Ÿ Arranged the logistic for all import and export shipments as per terms and condition of the sale and purchase orders and coordinates the clearing of the import and export shipments from Sea port, Airport, Borders to Customs and Exercise Department.

Ÿ Prepared monthly to the logistics department regarding items and quantity purchased, delivered, distributed, provincials supplied, usage cost center by donors.

Ÿ Provided strategic and day to day operational management of Handicap International Belgium, Cambodia, and Logistics Department.

Ÿ Followed-up of different aspects of administration; execution and follow-up of all administrative activities related to the efficient functioning of the office; this includes management of the offices, vehicles fleet management and supervision of administrative purchases.

Ÿ Administered and managed the running costs of the offices and houses rented by the organization.

Ÿ Communicated with production department, planning engineer department to learn about the materials requirements for the production.

Ÿ Trained and supervised 6 storekeepers in stock management, warehousing, especially new procedures and collect monthly from them.

Ÿ Performed other duties as assigned by the logistics coordinator and management as required.

• Oversaw daily operations to ensure efficient workflow and adherence to quality standards.
• Trained and mentored team members, fostering a collaborative work environment.
• Implemented process improvements that enhanced productivity and reduced operational costs.
• Conducted performance evaluations, providing constructive feedback to optimize staff performance.

Ÿ Purchased office supplies, equipment, furniture, electrical materials; spare parts for office use and others stores with authorization from the Procurement and Services Manager and follow up all stock transactions.

Ÿ Provided logistical support for the operations in procuring all goods and services required by the company and ensuring that services are provided.

Ÿ Contributed to development of procurement policies, procedures, filling, and archiving.

Ÿ Ensured accuracy of inventory and costing stock transactions for procurement and services department and stock management.

Ÿ Ensured stock receipt, stock issue, stock transfer, and stock returns from users to store are entered correctly into computerized database systems and prepare costing and analysis of equipment and spare parts to replacement, schedule, unscheduled and overhaul.

Ÿ Prepared store documents to post into computerized systems and generated reports summaries and report. Edit all summaries and reports, correct errors and discrepancies and analyses all the stock movements, usages cost by department, equipment, and cost center.

Ÿ Reviewed stock availability and ensure stock replenishment carries out, control stock Level and turnover ratio expected by the company.

Ÿ Trained and supervised 4 storekeepers in stock management, and warehousing, especially new procedures and collect monthly from them.

Ÿ Performed other duties as assigned by procurement and services manager and management as required.