JOB SUMMARY:

The Provincial Assistant will support Provincial office staff on the USAID-funded Cambodia Inclusive Primary Education Activity (IPEA) project. She/he will be responsible for day to day in operational supports, goods/services procurement, office management, inventory of office supplies, office equipment and assist in safety and security activities. She/he also be a requirement to support the provincial coordinator in managing and accounting for office budgets and finance management.

Duties

• Establish and maintain an efficient filing system of project documents specific to the project according to the established filing system of the project;
• Provide the office management (building, office space and assets) support and mange office rules to ensure hygiene and meet standard of working environment;
• Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications in coordination with courier or the admin team;
• In charge of office supply management, including, kitchen and workshop materials are available in stock and in good condition;
• Provide support to the project in producing letters and other correspondences;
• Lead office security guards/office cleaners to ensure they are discipline; provide good services to staff and visitors;
• Monitor and verify to project motor bike using in the good manner and well tracking;
• Assist in any activities and implementation of security and safety but not limited to vehicle/mortorbike check list, updating the security communication material.
• Support logistical arrangements for meetings and workshops, which includes preparation of training materials; request for workshop supplies; arrangement of travel and lodging accommodation of participants; request for cash advance; ensuring attendance sheets are signed; distribution of materials to participants; and making payments to participants;
• Support the Provincial Coordinator in the collection/collation of data or information needed in the preparation of reports, as necessary, including collection and encoding of training and workshop attendance forms.
• Assist in any activities and implementation of security and safety but not limited to car check list, updating the security communication material.
• Calculate and request the field office’s monthly cash needs with the budget heads/ Project
• Coordinator/field officer with the objective to minimize month end cash and bank balances, while at the same time having adequate funds available for operation needs
• Prepare and review ensure supporting document comply with RTI’s Procurement Policy and GDT taxation Law in Cambodia
• Ensure GL code and charge code are using correctly on expenditures.
• Maintain operation advance and making payments.
• Daily update operation advance expense in excel spreadsheet (WER).
• Make replenishment file operation advance request.
• Make payment under $100 to suppliers and make sure all requested payments are approved by the Provincial Manager.
• Prepare staff file allowance and attendance list.
• Coordinate with partner collect raw data of attendance list of workshops
• Check review workshop attendance list make sure an information completeness and signature from relevant person;
• Support all phases of sourcing activity to ensure best value and within required lead times for a variety of requirements in provincial level, including analysis of all types of procurement transactions.
• Effectively negotiate with suppliers on a wide variety of goods and services for the best overall value to the project Assistant in controlling and updating the managed equipment and property of the project; including tag number, transfer/distribute/handover to staff and NGO in province level.
• Conduct inventory, asset, and managed equipment physical check twice a year.
• Manage and control TLMs stock and regularly update to tracking worksheet; and mange all distributed TLMs documents in files to ensure completely signed.
• Perform other tasks as may be assigned by direct supervisor and operations team in national office.

Requirements

• Bachelor’s Degree in administration or equivalent
• At least one years experienced in support service function, finance management, administrative, reception, are highly preferable
• An understanding of and commitment to RTI’s mission and values
• Excellent knowledge of MS Word, Outlook, and PowerPoint
• Basic finance management and accounting experience is preferable
• Ability to multi-task and work well with others
• Experience with supporting office management and logistics
• Experience with data collection and compiling reports
• Ability to listen and communicate well both verbally and in writing in English and Khmer
• Ability to work independently and attention to detail and accuracy
• Ability to work well with school directors and stakeholders in education system