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Job Responsibilities & Duties
Office Operations and Administration
- Coordinate day-to-day office administration and general office support for AIP Foundation Cambodia.
- Maintain proper filing systems for office, operational, HR, procurement, finance, and program administration documents.
- Support office supplies, equipment, inventory, asset management, and vendor coordination.
- Coordinate office logistics, meeting arrangements, travel bookings, accommodation, transportation, and other administrative arrangements as required.
- Support the preparation, collection, and filing of administrative documents, internal forms, correspondence, and approvals.
- Support the maintenance of office systems, records, and compliance-related administrative files.
- Coordinate with vendors, service providers, landlords, government offices, and other external parties on routine administrative matters.
- Support the Country Director and team members with general administrative coordination as needed.
Procurement and Vendor Coordination
- Support procurement processes in accordance with AIP Foundation policies and donor requirements.
- Receive and check approved purchase requests and supporting documents before processing.
- Coordinate quotations, comparison tables, purchase orders, supplier communication, and related procurement documentation.
- Support procurement and payment documentation for office operations and program activities.
- Maintain proper records of procurement files, vendor information, contracts, invoices, receipts, and payment supporting documents.
- Coordinate with the Finance Assistant, Finance Team, and relevant requesters to ensure procurement and payment processes are completed accurately and on time.
Finance Administration Support
- Provide finance administration support under the guidance of the Country Director and Finance Team.
- Coordinate with the Finance Assistant to ensure that invoices, receipts, contracts, payment requests, and other supporting documents are complete and properly filed.
- Support monthly closing preparation by collecting and organizing relevant documents and information.
- Support the preparation and entry of basic information for donor financial reports, where required, under the guidance of the Finance Team.
- Support audit preparation by organizing finance, procurement, HR, and administrative supporting documents.
- Coordinate with the Finance Assistant and Finance Team on payroll input, tax, NSSF/social security, and other routine finance administration matters where required.
- The Operations Coordinator is not responsible for overall financial management, budget ownership, financial forecasting, or final approval of financial reports.
HR Administration Support
- Support HR administration for Cambodia staff, consultants, volunteers, and interns in coordination with the HR Officer and Country Director.
- Maintain and update staff records, consultant files, contract files, leave records, attendance records, insurance/benefit records, and other HR-related documents.
- Support the preparation and collection of HR forms, onboarding documents, offboarding documents, contract documents, and supporting paperwork.
- Provide payroll input and leave/attendance information to the relevant Finance/HR colleagues when required.
- Support coordination of recruitment administration, including posting vacancies, receiving applications, arranging interviews, collecting interview records, and filing recruitment documents.
- Support local staff documentation and basic compliance records as required.
- Coordinate with HR Officer on HR policy implementation and employee documentation, but not independently develop or manage HR policies.
Program Administration and Logistics Support
- Provide administrative and logistical support to Cambodia program activities as assigned by the Country Director.
- Support logistics for workshops, meetings, trainings, field visits, consultation meetings, and program events.
- Coordinate venue booking, transportation, accommodation, participant lists, attendance sheets, meeting materials, refreshments, interpretation/translation arrangements, and other event logistics.
- Support procurement and payment documentation for program activities, including quotations, supplier documents, invoices, receipts, payment requests, and supporting files.
- Provide administrative coordination support for ongoing and upcoming Cambodia programs, as assigned.
- Support communication and coordination with partners, government agencies, schools, factories, community stakeholders, vendors, and service providers on administrative and logistical matters.
- Collaborate with Program Assistants and program team members with administrative coordination where needed.
- The Operations Coordinator will not be responsible for technical program design, technical implementation, donor technical reporting, or programmatic decision-making, unless specifically assigned and supported by the relevant Program Manager/Country Director.
Compliance and Records Support
- Support the maintenance of basic compliance records related to office administration, HR administration, procurement, finance documentation, and program administration.
- Support the Country Director and relevant teams in preparing documents required for local administrative or compliance purposes.
- Maintain organized records for audits, donor reviews, internal reviews, and operational reference.
- Coordinate with Finance, HR, and Operations colleagues to ensure that required documentation is complete and accessible.
- Monitor routine administrative deadlines and support timely follow-up with relevant colleagues.
Coordination and Communication
- Serve as a coordination point for office administration and program administration support within the Cambodia Office.
- Coordinate with the Country Director, Program Manager, Program Officers, Program Assistants, Finance Assistant, Finance Team, HR Officer, and Global Office colleagues as required.
- Ensure timely internal communication and follow-up on administrative, procurement, finance documentation, HR administration, and program logistics matters.
- Escalate issues, delays, compliance concerns, or missing documentation to the Country Director and relevant colleagues in a timely manner.
- Contribute to a collaborative, organized, and responsive office working environment.
Other Duties
- Perform other reasonable operations, administration, finance administration, HR administration, procurement, logistics, and program administration tasks as assigned by the Country Director.
- Support transition, handover, and process improvement efforts to strengthen the Cambodia Office’s operational efficiency and documentation system.
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